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HomeMy WebLinkAbout2017-11-13 Committee of the Whole MinutesTukwila City Council Committee of the Whole Meeting City Hall Council Chambers November 13, 2017 — 7:00 P.M. MINUTES COMMITTEE OF THE WHOLE CALL TO ORDER/PLEDGE OF ALLEGIANCE Council President Robertson called the Tukwila City Council meeting to order at 7:00 p.m. and led the audience in the Pledge of Allegiance. OFFICIALS Present were Council President Robertson; Councilmembers Joe Duffie, Verna Seal, Kathy Hougardy, De'Sean Quinn, Kate Kruller, Thomas McLeod. CITY OFFICIALS Allan Ekberg, Mayor; David Cline, City Administrator; Rachel Bianchi, Communications and Government Relations Manager; Lynn Miranda, Community Development Senior Planner; Peggy McCarthy, Finance Director; Vicky Carlsen, Deputy Finance Director; Robin Tischmak, Acting Public Works Director; Ryan Larson, Acting City Engineer; Jay Wittwer, Fire Chief; Rick Mitchell, Acting Deputy Police Chief; Laurel Humphrey, Council Analyst; Andy Youn, Deputy City Clerk. SPECIAL PRESENTATIONS a. Presentation of a $5,000 donation from Waste Management (to be shared between Tukwila Pantry, Tukwila Weekend Snack Pack Program, and the Riverton United Methodist Church Homeless Family Program) as part of the Tukwila "Think Green Campaign." Casey Desmond, Public Sector Manager with Waste Management, introduced himself to the Council and thanked Lynn Miranda, Community Development Senior Planner, who has been an integral part of community outreach efforts to City residents. Waste Management has been providing services to Tukwila since 2012. They are excited to be present tonight to share theft community engagement efforts and award their "Think Green" donations to local nonprofits. Hannah Scholes, Education and Outreach Coordinator with Waste Management, explained that she works with businesses, schools and community members to change the way people think about waste and how to deal with it. Waste Management's outreach and education efforts this year have focused on face to face interactions. Through a partnership with Shannon Fisher, Special Events Coordinator for the City's Parks and Recreation Department, Waste Management held educational booths at a variety of events and reached more than 600 people this summer. Waste Management also engaged apartment and condominium residents. Ms. Scholes noted recycling at multi -family properties can be difficult because there is a shared container for the entire property so if one person recycles incorrectly, it can contaminate the entire bin. Waste Management targeted the properties with the lowest recycling rates in Tukwila to have a high -impact site visit, and engaged both property managers and residents through teams consisting of members with diverse multilingual and multicultural backgrounds. Waste Management strives to be a community partner and ensure its $16,000 in donations go to organizations and events that make change in the community in positive ways. In July, Waste Management partnered with Sharon Mann from TIBAC (Tukwila International Boulevard Action Committee) to donate three public litter cans along Tukwila International Boulevard. Ms. Mann was instrumental in determining the best locations for these containers. Mr. Desmond introduced the following representatives from the nonprofits being awarded a donation: Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 2 of 12 Kathy Finau, Tukwila Pantry ($1,000) Jan Bolerjack, Riverton United Methodist Church Homeless Family Program ($2,000) Jenny McCoy, Still Waters — Tukwila Weekend Snack Pack Program ($2,000) Mr. Desmond presented ceremonial checks to the nonprofits. The Mayor and Councilmembers thanked the Waste Management team for their good work in the Tukwila community. b. A proclamation recognizing "National Hunger and Homelessness Awareness Week," with a 2017 theme of "Let No Child Go Hungry in Tukwila." Mayor Ekberg read a proclamation declaring November 11 — 19, 2017 as National Hunger and Homelessness Awareness Week in the City of Tukwila, encouraging all citizens to recognize that many people do not have housing and need support from residents and private/public nonprofit service entities. Mayor Ekberg invited representatives from the local nonprofits in the audience to the podium and commended these organizations for service to the Tukwila community and invited them to speak a few words. Jenny McCoy, Director of Still Waters — Tukwila Weekend SnackPack Program, relayed that as part of National Hunger and Homelessness Awareness Week, Tukwila Weekend SnackPack is having a virtual fundraiser featuring the season premiere of the SnackPack Facebook Live daily game show. The first show was earlier tonight and featured the Mayor. Fire Chief Wittwer will be the next contestant for the show. Kathy Finau, Executive Director of Tukwila Pantry, thanked the Council, Waste Management and the community for supporting those who are in need of food and shelter. They are able to do good work through the support of their partners. Ms. Finau expressed her excitement about the changes they are making at the Tukwila Pantry She conveyed that the Pantry will be giving out Thanksgiving baskets on November 18th and November 21st and would welcome volunteers. She thanked everyone for their support and for coming together to fight food insecurity in Tukwila. Jan Bolerjack, Reverend of the Tukwila United Methodist Church, shared some statistics from a school board report which indicated there are 165 unhoused adolescents in the Tukwila School District. Reverend Bolerjack noted that while many of these students couch surf and do have roofs, the number of unhoused adolescents is still too high. She commended the Food Pantry for their good work and noted that the Tukwila United Methodist Church Homeless Family Program is in need of donations of blankets. PUBLIC COMMENTS Cathie Des Jardin, 3826 South 116th Street, has concerns about the homeless population on South 115th Street, between East Marginal Way and 42nd Avenue South. She has noticed there are a number of RVs parked in that area and an increase in garbage dumping and littering. She has called 911 due to ongoing issues and relayed that the streetlight in the park has disappeared, so it is dark all night long. She expressed that while she appreciates the difficulties faced by the homeless, she would appreciate signage prohibiting parking in the area after certain hours. David Cline, City Administrator, stated Acting Deputy Police Chief Rick Mitchell would speak to her about some of the issues she brought forward. Councilmember Kruller requested information on the City's policy regarding long term RV stays. Mr. Cline relayed that he would bring the information back to the Council via the City Administrator's Report. Councilmember Duffie suggested the information also be shared through a staff report at a future Council meeting. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 3 of 12 Michael Neher, 15100 65th Avenue South, stated he is present tonight to put on record his opposition to heroin injection sites, or any community health engagement locations. He expressed that King County and the City of Seattle are leading the Puget Sound area down a dangerous path and that vulnerable populations are being put at greater risk. He encouraged the Council to support the people in opposition to safe injection sites. Councilmember Kruller informed Mr. Neher that the City has considered taking a stance against the placement of a Safe Heroin Injection Site within its jurisdiction but learned that King County cannot place a site in Tukwila without prior City authorization. The City has discussed options and decided to take no action at this time because there has been no indication that a site will be placed in Tukwila. Mr. Neher appreciated Ms. Kruller's input and reiterated the need for a proactive stance against safe injection sites. PUBLIC HEARING a. Tax levy legislation: (1) An ordinance increasing the regular property tax levy one percent from the previous year commencing January 1, 2018, on all property, both real and personal. (2) An ordinance levying the general taxes for the fiscai year commencing January 1, 2018. 7:23 p.m. Council President Robertson opened the public hearing and asked for a staff report. Vicky Carlsen, Deputy Finance Director, explained this item is the City's annual process to establish our tax levy for 2018. It consists of two ordinances: the first ordinance sets the percent and dollar amount increase and the second ordinance sets the levy. Ms. Carlsen noted the ordinance to set the general tax levy includes the excess property tax levy related to the Public Safety Plan. Council President Robertson called for public comments. There were no public comments. 7:24 p.m. Council President Robertson closed the public hearing. b. An ordinance adopting an amended 2017-2018 mid -biennium budget. 7:24 p.m. Council President Robertson opened the public hearing and asked for a staff report. Ms. Carlsen provided a brief overview and explained this ordinance is primarily administrative in nature. The proposed budget amendments are being brought forward to increase transparency in the City's funds, for use as a communication tool to the Council, and to document trends for looking back at the past. Council President Robertson called for public comments. There were no public comments. 7:25 p.m. Council President Robertson closed the public hearing. SPECIAL ISSUES a. An ordinance increasing the regular property tax levy one percent from the previous year, commencing January 1, 2018, on all property, both real and personal. Councilmember Seal indicated this item was discussed at the Finance Committee meeting on November 7, 2017. The committee members were unanimous in recommending approval. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 4 of 12 Ms. Carlsen noted there are two ordinances before the Council. The first ordinance is to set the general tax levy and shows the percent and dollar amount increase. The City is asking for the maximum 1% regular property tax increase as allowed by State law, which equates to approximately $129,634.00 on existing taxable value plus new construction. Ms. Carlsen reminded the Council that 80% of the City's total taxable value is commercial, therefore 80% of $129,634.00 is passed on to commercial parcels while the remainder is allocated among residential parcels. The total excess ievy requirement for 2018 is $2,800,000 with an approximate levy rate of $0.47 per thousand. Councilmember Kruller expressed that the City is very limited in terms of its ability to recoup costs and, therefore, goes through these ordinances as a routine exercise. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. b. An ordinance levying the general taxes. Councilmember Seal indicated this item was discussed at the Finance Committee meeting on November 7, 2017. The committee members were unanimous in recommending approval. Ms. Carlsen explained this ordinance levies the property tax for the general levy as well as the excess levy. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. c. 2017 3rd Quarter financial results. Councilmember Seal indicated this item was discussed at the Finance Committee meeting on November 7, 2017, with a recommendation to forward the information to the full Council. Ms. Carlsen utilized a PowerPoint presentation to conduct an overview of the 3rd Quarter Financial Report. She referenced the graph on page 15 of the agenda packet and explained that the actual revenues through the end of the 3rd quarter are $42.28 million, compared to a budget of $43.57 million. The actual expenditures are $42.90 million, compared to a budget of $47.08 million. Revenues are below allocated budget by $1.3 million and expenditures are below budget by $4.18 million. 7:29 p.m. Councilmember McLeod left the Council Chambers 7:31 p.m. Councilmember McLeod returned to the Council Chambers Ms. Carlsen relayed that the City typically sees expenditures exceeding revenues during the 1st and 3rd quarters due to property tax revenues. The City receives most of its property tax revenues in the 2nd and 4th quarters. General Fund Revenue • Sales tax below budget by $1.14 million • Not experiencing growth as budgeted, 1st and 2nd quarter revenue consistent with previous year • 3rd quarter saw decline in revenue compared to 2016 • Year over year declines by NAICS category o Manufacturing down $55 thousand, 26% o Wholesale down $300 thousand, 27% o General Retail down $98 thousand, 1% o Services down $137 thousand, 3% • Other NAICS categories either flat or slightly up Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 5 of 12 Ms. Carlsen noted her PowerPoint presentation includes 3 slides containing graphs depicting sales tax which were not included in the agenda packet. Ms. Carlsen explained Retail and Services, which make up approximately 48% of the sales tax revenue received by the City, are the biggest reasons for this decrease in General Fund Revenue. She acknowledged online sales are impacting revenue, as destination -based sales tax does not remain in Tukwila. In addition, a health service provider moved out of the area last year. Without new establishments or major businesses moving in to offset the decrease in revenue, the City will continue to see decreases in sales tax revenue. Ms. Carlsen remarked that wholesale is another category in which revenue has significantly declined. She noted there was an anomaly in 2015 in which buses were purchased, resulting in a one-time increase. Construction is one category in which revenue has grown, although not significantly. Councilmember Kruller asked Ms. Carlsen for input on whether construction is likely to increase or decrease. Ms. Carlsen indicated construction revenue is likely to increase in the near future as a result of the Public Safety Plan and public works projects through the Tukwila School District. Ms. Carlsen pointed out construction revenue only accounts for approximately 2% of total revenue. Additional highlights of the 3rd Quarter financial results were as follows: General Fund Revenue (Continued) • Gambling tax exceeding budget by $241 thousand • RGRL fee below budget by $147 thousand. A major employer shifted employees out of the City • Security (Court) below budget by $52 thousand; changes in law require ability to pay to be considered before imposing cost • Transportation below budget by $58 thousand; less damage to City property occurring Overall, Expenditures Within Budget • Excluding Department 20, expenditures are at 71% of allocated budget • All departments except for Fire, Technology & Innovation Services, and Parks Maintenance are below allocated budget. • Fire Department is the only department expected to require a budget amendment • Department 20 transfers to capital project funds on as -needed basis Council President Robertson asked Ms. Carlsen to elaborate on Department 20. Ms. Carlsen explained that Department 20 is for the City's operating transfers from the General Fund into Debt Service or Capital Projects funds. Excluding Department 20, expenditures are at 71% of allocated budget. One of the key reasons that it is below budget is because contracts have not been settled as of the end of the 3rd quarter. While the budget contains a 2% increase as a placeholder, retro -pays have not been paid. Several positions were also vacant in multiple departments. All departments are below budget except Fire. Technology & Innovation Services and Parks Maintenance are above budget, which is due to a timing difference. Council President Robertson asked additional clarifying questions on expenditures, to which Ms. Carlsen clarified that many expenditures are down due to timing differences. Highlights of Other Funds • 42nd Avenue South Phase III, 53rd Avenue South street projects: $8.8 million bond proceeds received in July • REET revenue exceeding budget: $873 thousand each in land acquisition and arterial street funds. • City Facilities (Fund 306): preliminary siting for Public Works shops. • Andover Park East water/sewer main replacement project: Significant work in both water and sewer funds. • Through September, self-insured health care for employee expenses at 67% of budget Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 6 of 12 Looking Forward • Continued regular monitoring of Fire Department • Transfers to capital projects funds if needed • Continued enhancement of reporting to departments and Council • Long-range financial planning tool coming soon Councilmember Kruller asked about areas of improvement. Ms. Carlsen responded that the City will need to take a closer look at revenues, so they can be projected more accurately. The City is considering contracting with a company that can provide robust tools that will allow City staff to take a more proactive and responsive approach. Councilmember Quinn inquired about the status of the streamlined sales tax mitigation funds from the State. Ms. Carlsen relayed that the City is currently receiving the same amount, but with the upcoming implementation of the Marketplace Fairness Act, Department of Revenue projections show mitigation payments will decline. This should be offset by remote sales tax revenue. However, the numbers the City are seeing at this point do not match current mitigation payments, so there is some work to be done. Council President Robertson stated revenues are uncertain and there may be a national -level trend with online sales that may impact the City. He noted several revenues are down. Mr. Robertson suggested that for the remainder of this year and the first two quarters of next year, the City and Council refrain from new expenditures until the impact of these trends are better understood. The Public Safety Plan is the highest priority as communicated by voters and the Council should be conservative in order to remain fiscally responsible. Preliminary Projected Year -End Revenue Expenditure Change in Fund Balance $61,931,082 61,770,909 $160,174 The Councilmembers thanked Ms. Carlsen for her report. d. An ordinance adopting an amended 2017-2018 mid -biennium budget. Councilmember Seal indicated this item was discussed at the Finance Committee meeting on November 7, 2017. The committee members were unanimous in recommending approval. Ms. Carlsen explained that these budget amendments are administrative in nature and provide for transparency, is a communication tool and creates a paper trail for auditing purposes. 7:54 p.m. Councilmember Quinn left the Council Chambers 7:55 p.m. Councilmember Quinn returned to the Council Chambers Ms. Carlsen outlined some of the changes to the budget, including: a majority of the amendments in the general fund are revenue backed; budget transfers are being made from the general and utility funds into the city facilities fund (306) for the Public Works Shops facility; use 2017 beginning fund balance as ending 2016 fund balance to cover the cost of the contract for project management quality assurance with Steven Goldblatt. The Fire Department has three significant amendments, two of which are revenue backed. In September, fire personnel were deployed to assist in recovery efforts from hurricanes in Texas and Florida. Approximately $125,000 in labor costs were incurred and will be reimbursed in 2018. $35,000 in EMS levy funds is expected to be received this year. Costs associated with two pipeline positions require an amendment of $240,000. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 7 of 12 Jay Wittwer, Fire Chief, utilized a PowerPoint presentation to provide additional updates on the Fire Department's proposed budget amendments. He explained the budget amendments are primarily due to unbudgeted pipeline positions, revenue -backed EMS levy funds and natural disaster deployments. Three pipeline positions were approved by the Council in February 2014 and two additional pipeline positions were added in June 2016 due to anticipated retirements. The five positions were filled completely beginning January 2017 and completed training at the academy by March. The pipeline positions are unbudgeted but are intended to reduce overtime. Chief Wittwer noted there was a trend of three departures for several years, but the anticipated departures decreased to one in 2017. 34% of the Fire Department's personnel are eligible to retire. To date, there have been no commitments from fire personnel to retire, but two to three departures are anticipated in 2018. Pipeline positions have also been spread across shifts, increasing service levels to the City. In 2016, the aid car was in service 81 days of the year. In 2017, it is anticipated the aid car will be in service 103 days of the year. Chief Wittwer reiterated that the cost of the five pipeline positions was $600,000 and the Fire Department was able to absorb $360,000, leaving $240,000 in requested budget amendments. The City has requested and will receive voter -approved additional EMS levy funds for the cost of providing emergency medical services, resulting in budget amendments of $35,000. An additional budget amendment of $125,000 is requested for deployments to Hurricanes Harvey and Irma. Reimbursement of these costs through FEMA is expected in 2018. Moving forward, City Administration and the Fire Department are committed to making operational adjustments to keep Fire within authorized budget: Pipeline positions will be reduced to three with coming retirements; driver's training will be implemented to increase driver availability per shift; shifts will be balanced with drivers; monthly meetings will be conducted; overtime will be monitored on a daily basis; the budget will be reviewed each pay period; additionally, the Council can potentially review adjustments to service levels. Chief Wittwer expressed that the last option is being provided to allow for transparency to the Council. Currently, the minimum staffing levels for shifts is 13. Chief Wittwer expressed he does not recommend reducing staffing levels and stated the Fire Department has a commitment to the community to provide services. They are doing everything they can to be fiscally responsible and still provide quality service. The Councilmembers provided comments and asked clarifying questions of Chief Wittwer, including: • Is deploying the Fire Department for emergency response efforts nationwide fiscally responsible? There is a commitment to the community and to our neighbors, who are not necessarily those that live next door. Chief Wittwer voiced his pride in fire personnel and relayed a comment from those who were deployed to hurricane response efforts: "This isn't about us, but about those who lost so much." Tukwila's firefighters are some of the highest trained in the Country. • Is setting up a level of service still a Council decision? The answer from City staff is yes. By policy, Council can set a different personnel level. • Assumptions about personnel departures have been incorrect for two years in a row. Based on the data, it is more reasonable to make the assumption there may not be any departures. How can the Fire Department plan its budgets, knowing there may be additional expenses? There is an opportunity to have further discussion as it relates to the delivery of services. The Council has a fiduciary responsibility to the community. • Are all departures retirements? No. Some are lateral moves, but they are all departures regardless. • How do you gauge whether fire personnel may retire? Fire Chief Wittwer asks his employees frequently, but also wants to be respectful of their situation. His first goal is to build trust. While nobody has yet committed to retirement, there are "vibrations" which indicate there may be two or three departures next year. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 8 of 12 • Why is there an increase in overtime expenditures in January and September of this year? In January, several people were out or medical leave. In September, there was overtime for deployments in response to Hurricanes Harvey and Irma. These deployment costs will be covered by FEMA. • Of the potential reduction options, what is the recommendation? How do you reconcile service levels when a City is growing? Chief Wittwer expressed he wants to provide transparency regarding the available options but recommends staying at 13 personnel for a shift. Determining appropriate service levels is a thin line and the Fire Department is new to this process. It was determined that five pipeline positions would be necessary for 2017; early in the year, the Council was advised that the Fire Department may have overshot the budget. The Fire Department is recommending we reduce to three pipeline positions and reevaluate it every pay period. • How are police pipeline positions different from fire pipeline positions? Firefighters are highly trained; it takes a minimum of nine months to train an individual, with associated costs in that training period. Many times, it takes overtime to fill that position while an individual is in training, hence the need for pipeline positions. The benefits of pipeline positions include a reduction in overtime, and having someone prepared and ready to step into vacancies. Hiring qualified people is a real challenge. • If the Fire Department had extra staffing, why didn't the overtime go down more? Is it possible to have someone on a floating status? The pipeline positions are assigned to a shift. Currently, 20 are assigned to both A and C platoons. B has 19 individuals. This is a direct reflection of the 5 pipeline positions. There are several factors for overtime but the difference is most apparent in the number of days the aid unit is in service. With the collective bargaining agreement that the Tukwila Fire Department has, combined with FLSA rules, permanent floating shifts would not work. It would be very difficult to have someone ready to float from day to day. • What is the length of a shift? Shifts are "48/96" in which fire personnel are on for 48 hours then rest for 96 hours. David Cline, City Administrator, clarified that shifts are meant to be a 24-hour period • There is real concern about the budget. While service is important, the problem is an unplanned plateau in City revenue. The Fire Department will need to look carefully at how it can reduce costs, because it is possible the City will be making some hard decisions. The Fire and Police departments are the two largest budgets in the City. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. e. A resolution adopting the 2018 Legislative Agenda and Legislative Session preview. Councilmember Hougardy indicated this item was discussed at the Community Development and Neighborhoods Committee meeting on November 13, 2017 and the Public Safety Committee meeting on November 6, 2017. Both committees were unanimous in recommending approval. Rachel Bianchi, Communications and Government Relations Manager, explained that each year the City develops a legislative agenda to provide the City with a framework for what it is advocating for or against during the upcoming State Legislative Session. Ms. Bianchi noted Jennifer Ziegler, the City's State Lobbyist, will be providing an overview of the 2018 Legislative Session at the next Regular meeting. Ms. Bianchi stated the 2018 Legislative Agenda is similar to the agenda from previous years. The main differences are as follows: • Department of Revenue's remote sales tax projections appear to be inflated and indicate significant loss of revenue for the City of Tukwila, which currently receives $1.1 million annually in mitigation payments. Jurisdictions significantly and adversely impacted by the sunset of streamlined sales tax mitigation payments must be made whole. • Economic Development staff asked that an item be added to preserve the flexibility in the definition of "tourist." Last session, a bill was considered that would have changed the definition of "tourist" to be visitors from more than 50 miles away or from a different state or country. This change would inhibit Tukwila's ability to attract day visitors with lodging tax funds. Since there is a good chance the bill will return in 2018, it is prudent to include it on the adopted legislative agenda. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 9 of 12 • Councilmember Quinn asked, and his colleagues agreed, to include an item on monitoring the effect of the McCleary decision and changes to education funding made in the 2017 legislative session to ensure that Tukwila students are benefiting from these new policies. Councilmember Hougardy suggested the item regarding streamlined sales tax mitigation payments be moved from "Shared Revenue" to the section for "Streamlined Sales Tax Mitigation" for consistency. Tukwila is not the only city affected by sunsetting streamlined sales tax mitigation payments. There may be an opportunity to partner with other jurisdictions to bring this to the attention of State Legislators. Councilmember Quinn expressed concern about the lack of expected revenue from mitigation payments. Our residents and community depend on the City's revenue. Council President Robertson suggested the item on sales tax projections be expanded to provide more context. He also asked if the capital budget has been finished at the State level. Ms. Bianchi responded in the negative and noted Jennifer Ziegler will be presenting next week regarding a potential Special Session in December. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM, INCLUDING THE CHANGES DISCUSSED ABOVE, TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. f. A pre -construction contract for General Contractor Construction Management (GC/CM) for the Public Safety Plan. Councilmember McLeod indicated this item was discussed at the Public Safety Committee meeting on November 6, 2017. The committee members were unanimous in recommending approval. Ms. Bianchi introduced Carry Holmes with Shiels Obletz Johnsen (SOJ). Ms. Holmes is the Project Manager for the fire station projects. SOJ, the project management firm assisting the City in the implementation of the Public Safety Plan, issued a Request for Proposals for preconstruction and construction GC/CM services on August 31, 2017. Four proposals were received and evaluated by SOJ, the City Administrator, the Police Chief, the Court Administrator, the Judge, and the Communications and Government Relations Manager. Of these four, Lydig Construction Company was selected by the interview panel through a rigorous three- part selection process. Ms. Holmes stated the Council is being asked to approve the contract for preconstruction services with Lydig Construction in an amount not to exceed $372,000.00, which covers preconstruction services for all three stations and that cost estimates for construction would not be known until the City bids the work. 8:54 p.m. Councilmember Hougardy left the Council Chambers 8:57 p.m. Councilmember Hougardy returned to the Council Chambers. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. g. Due diligence on multiple contracts related to the Public Safety Plan. Councilmember McLeod indicated this item was discussed at the Public Safety Committee meeting on November 6, 2017. The committee members were unanimous in recommending approval. Ms. Bianchi stated as the City moves closer to the timeline for property acquisitions, it becomes key to complete due diligence on all the properties the City is looking to acquire. The following services are needed to support the investigation and acquisition of these properties: • Survey • Geotechnical Analysis • Environmental Analysis Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 10 of 12 Ms. Bianchi highlighted the competitive market for construction services and indicated this was a factor in the low number of proposals received. The City requested proposals from 2-3 firms from its consulting services roster for each type of service. In the cases of Survey and Environmental Analyses, the City received only one response from providers in each of the named categories. Given the brisk timeline for property acquisition and the reputation of these firms as being well qualified, reliable and cost-effective, the project management team recommends proceeding with each of the responsive consultants. In the case of Geotechnical Analysis, the City originally received proposals from only one firm and requested one additional day from the Public Safety Committee to allow for additional proposal submissions and to bring the recommended bid directly to Council rather than returning it to the Public Safety Committee. The City received one additional proposal, which is not only a stronger bid, but the lower cost of the two proposals received. The consultant is highly qualified. The table below identifies the firms contracted for each type of service, the name of the responding consultant, the scope of work to be conducted, and the proposed prices: Councilmember McLeod added that Steven Goldblatt, Project Management Quality Assurance provider for the City, has reviewed all the contracts and has no concerns. Mr. Goldblatt recommends approval. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. h. An ordinance for condemnation and acquisition of real property for the 53rd Avenue South roadway and surface water drainage system projects. Council President Robertson asked if anyone from the audience had any comments on this Notice of Final Action item. No comments were received from the audience. Councilmember Kruller indicated this item was discussed at the Transportation and Infrastructure Committee meeting on October 24, 2017. The committee members were unanimous in recommending approval. Robin Tischmak, Acting Public Works Director, provided a background on this issue and stated the 53rd Avenue South Project includes constructing roadway, drainage, sidewalks, illumination, water and sewer upgrades, and undergrounding of overhead utilities between South 137th Street and South 144th Street. The final design is nearly complete and additional right-of-way (ROW) is needed in order to construct the proposed improvements. This ordinance authorizes the acquisition of property for seven parcels for the purpose of completing the 53rd Avenue South Roadway and Surface Water Drainage system projects. Negotiations will continue in an effort to work cooperatively with the property owners, however, Firms Recommended • Contacted Consultant Work Sco•e Price Survey BRH Baseline BRH ALTA Surveys for JC, PW, FS52 and 54 $57,400 GeoTech Hart Crowser Shannon & Geotechnical Analysis for $40,000 Shannon & Wilson JC, PW Wilson AESI Environmental Sound Earth Kane Sound Earth Phase 1 Reports for PW, FS54; Phase 2 Reports for $111,937 Environmental PW, JC Total Due Diligence A • • royals Re • uested . 209 337 Councilmember McLeod added that Steven Goldblatt, Project Management Quality Assurance provider for the City, has reviewed all the contracts and has no concerns. Mr. Goldblatt recommends approval. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. h. An ordinance for condemnation and acquisition of real property for the 53rd Avenue South roadway and surface water drainage system projects. Council President Robertson asked if anyone from the audience had any comments on this Notice of Final Action item. No comments were received from the audience. Councilmember Kruller indicated this item was discussed at the Transportation and Infrastructure Committee meeting on October 24, 2017. The committee members were unanimous in recommending approval. Robin Tischmak, Acting Public Works Director, provided a background on this issue and stated the 53rd Avenue South Project includes constructing roadway, drainage, sidewalks, illumination, water and sewer upgrades, and undergrounding of overhead utilities between South 137th Street and South 144th Street. The final design is nearly complete and additional right-of-way (ROW) is needed in order to construct the proposed improvements. This ordinance authorizes the acquisition of property for seven parcels for the purpose of completing the 53rd Avenue South Roadway and Surface Water Drainage system projects. Negotiations will continue in an effort to work cooperatively with the property owners, however, Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 11 of 12 condemnation of the property may be required should the City be unsuccessful at negotiations. The City is on a tight timeline as it intends to seek bids by winter. Ryan Larson, Acting City Engineer, spoke to the delay of Final Action originally scheduled for November 20, 2017. He stated a letter that was mailed to a property owner notifying them of potential condemnation was returned due to an incorrect mailing address. Due to the 15 -day requirement for notice of final action, the date of Final Action has been delayed to December 4, 2017. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE DECEMBER 4, 2017 REGULAR MEETING. REPORTS a. Mayor Mayor Ekberg stated that in honor of Veterans Day, November 11, he would like to recognize veterans who have served, or are looking to serve, and those who have passed. b. City Council Councilmember Duffle expressed that this week is very important to him. He commended the Mayor for doing an outstanding job recognizing Veterans Day at the Museum of Flight on November 11, 2017. Mr. Duffie also attended the Veterans Day recognition event at the Tukwila Community Center on November 9, 2017 and noted some special guests were present, including the mother of David Cline, City Administrator, and the mother of Pam Carter, former City Councilmember. Councilmember Hougardy was present at the Veterans Day recognition event at the Tukwila Community Center on November 9, 2017. She also invited the Council to attend the 4th Annual Soundside Alliance Outlook Breakfast, which will be taking place on December 13, 2017 at the Conference Center at Sea - Tac International Airport. Attendees will have the opportunity to learn about trends and economic initiatives in the region. Ms. Hougardy also attended the Equity and Social Justice Commission meeting on November 2, 2017 and reported that it was Joan Hernandez's last meeting. She recognized Ms. Hernandez's years of service. Councilmember Kruller attended Veterans Day at the Museum of Flight on November 11, 2017. The Congressional Gold Medal was on display. Ms. Kruller encouraged the community to visit the exhibit at the Museum of Flight as it is a rare opportunity to view the award. Councilmember McLeod reported he will be attending a National League of Cities (NLC) Conference from November 15 through November 18, 2017 in Charlotte, North Carolina. c. Staff David Cline, City Administrator, reported three ongoing incidents related to high winds and flooding: There is water on the roadway on Southcenter Boulevard at the 5300 block under 1-5. There is also water on a roadway adjoining Southcenter Boulevard. Mr. Cline also reported there are downed power lines near Tukwila International Boulevard. No injuries have been reported and power is back on. Crews are out performing repairs, and the City will continue to monitor the situation. d. Council Analyst There was no report. 9:22 PM. COUNCIL PRESIDENT ROBERTSON DECLARED THE COMMITTEE OF THE WHOLE MEETING ADJOURNED. Tukwila City Council Committee of the Whole Minutes November 13, 2017 Page 12 of 12 gy' Dennis obeitrtso o it resident Andy Youn, D-pu City Clerk APPROVED BY THE COUNCIL PRESIDENT: 11/29/17 AVAILABLE ON THE CITY WEBSITE: 11/29/17