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HomeMy WebLinkAbout2012-08-27 Committee of the Whole MinutesTukwila City Council Committee of the Whole Meeting City Hall Council Chambers August 27, 2012 7:00 P.M. MINUTES COMMITTEE OF THE WHOLE CALL TO ORDERIPLEDGE OF ALLEGIANCE Council President Seal called the Tukwila City Council meeting to order at 7:03 p.m. and led the audience in the Pledge of Allegiance. OFFICIALS Present were Verna Seal, Council President, Councilmembers Joe Duffie, Dennis Robertson, Allan Ekberg, Kathy Hougardy, De'Sean Quinn, Kate Kruller. CITY OFFICIALS Jim Haggerton, Mayor; David Cline, City Administrator; Bruce Linton, Assistant Police Chief; Bob Giberson, Public Works Director; Cyndy Knighton, Senior Engineer; Jack Pace, Community Development Director; Nora Gierloff, Community Development Deputy Director; Peggy McCarthy, Finance Director; Jennifer Ferrer -Santa Ines, Senior Fiscal Coordinator; Cindy Wilkins, Fiscal Specialist; Derek Speck, Economic Development Administrator; Mary Miotke, Information Technology Director; Kimberly Matej, Council Analyst; Melissa Hart, Acting City Clerk. CITIZEN COMMENTS There were no citizen comments. SPECIAL ISSUES a. An ordinance amending various ordinances in Tukwila Municipal Code Title 5, "Business Licenses and Regulations." Councilmember Quinn indicated this item was discussed at the Finance and Safety Committee meeting on August 21, 2012. The committee members were unanimous in recommending approval. Peggy McCarthy explained the Finance Department assumed responsibility for issuing business licenses late 2010. Since that time, Finance Department staff has identified areas of Tukwila Municipal Code (TMC) Title 5, "Business License Regulations," in need of clarification in order to assist in efficient processing of business license applications and renewals. A licensing receipt register was distributed to the Council that provided examples of the potential increase in revenue based on the proposed increase to license renewal late fees. The Council exchanged comments and asked clarifying questions of staff on the draft ordinance. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. Permit system tracking replacement project. Councilmember Hougardy indicated this item was discussed at the Community Affairs and Parks Committee meetings on October 24, 2011 and August 13, 2012. The committee members were unanimous in recommending approval. Nora Gierloff, Community Development Deputy Director, stated a City staff committee has been meeting for over a year. The committee met with other cities to review their decision methodology surrounding the selection of a permit system, and received presentations by the top two vendors prior to selecting TRAKiT from CRW Systems. One major difference between Permits Plus and TRAKiT is that TRAKiT is Tukwila City Council Committee of the Whole Minutes August 27, 2012 Page 2 of 5 comprised of a series of linked modules, and cities may purchase only the modules that are required for their business needs. The City received a preliminary bid from TRAKiT with an itemized cost breakdown, as shown on pages 25 -26 in the agenda packet, which is under the $375,000 budget staff proposed in 2011. Staff recommends purchasing all TRAKiT modules with the exception of the business license and citizen response modules. Ms. Gierloff said the Community Affairs and Parks Committee members requested additional information on the citizen response module. This module could be helpful in tracking Council follow -up items and complaints to Public Works regarding potholes and damaged signs. However, it is a significant cost at $10,000, plus $2,000 annual maintenance fees, and those costs could not be recouped through user fees. She explained staff would like to receive guidance from the Council relating to configuration of the proposed TRAKiT system and approval for the 2013 budget expenditure of $150,000. The Councilmembers asked clarifying questions of staff and exchanged comments to include: migrating the current data into the proposed new system; potential issues with delaying the purchase of the citizen response module until after completion of the Strategic Plan; and ensuring the agreement with CRW Systems would include language relating to expected performance of the vendor and the system. Ms. Gierloff explained the proposed TRAKiT system offers the best data migration experience. Additionally, since the TRAKiT system is modular, the citizen response module can be added at a later date. The only concern may be a slight cost increase. She confirmed staff will return to a Council meeting late in 2013 to revisit the citizen response module. After Council discussion, the Council voiced their support to have staff move forward with negotiating a contract for the committee recommended configuration of the TRAKiT system and signing the interlocal joint purchasing agreement with the eCityGov Alliance. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. Supplemental Agreement No. 15 for the Tukwila Urban Center Transit Center. Councilmember Ekberg indicated this item was discussed at the Transportation Committee meeting on August 20, 2012. The committee members were unanimous in recommending approval. Cyndy Knighton, Senior Engineer, explained the supplemental agreement provides funding for additional design regarding recently discovered utility conflicts associated with Puget Sound Energy utility vaults, and additional right -of -way acquisition services for the Transit Center project. As the design of the Transit Center project progressed and more information was known, it became apparent that more complex utility conflicts exist than originally anticipated. Extensive potholing of existing utilities is necessary to avoid future construction problems, and minor re- design is required to avoid or mitigate extensive conflicts. The Council is being asked to approve Supplemental Agreement No. 15 in the amount of $65,970. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. d. Supplemental Agreement No. 16 for the Andover Park West Street Widening Project. Councilmember Ekberg indicated this item was discussed at the Transportation Committee meeting on August 20, 2012. The committee members were unanimous in recommending approval. Ms. Knighton stated the supplemental agreement provides funding for additional design regarding recently discovered utility conflicts associated with Puget Sound Energy utility vaults, and additional right of -way acquisition services for the Andover Park West Street Widening project. Design work associated with the road widening and the water main replacement has been separated for project accounting. As the design of the projects progressed and more information was known, it became apparent that more complex utility conflicts exist than originally anticipated. Potholing of existing utilities is necessary to avoid future construction problems, and minor re- design is required to avoid or mitigate extensive conflicts. Additional work is also being added to the scope for assistance with obtaining rights -of -entry from the adjacent property owners. No actual right -of -way acquisition is required rather rights -of- Tukwila City Council Committee of the Whole Minutes August 27, 2012 Page 3 of 5 entry are necessary to facilitate the construction and transition between the public roadway and private property. The Council is being asked to approve Supplemental Agreement No. 16 in the amount of $86,450. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. e. Washington State Department of Transportation WSDOT) Regional Mobility Grant for the Tukwila Urban Center Pedestrian /Bicycle Bridge. Councilmember Ekberg indicated this item was discussed at the Transportation Committee meeting on August 20, 2012. The committee forwarded this item to the August 27, 2012 Committee of the Whole meeting for discussion. Cyndy Knighton, Senior Engineer, explained the Washington State Department of Transportation WSDOT) Regional Mobility Grant Program has a current call for applications that is due on October 10, 2012, which includes early review and approval of a section of the grant that is due September 14, 2012. The grant application for $6,870,000 includes $870,000 for right -of -way acquisition and $6,000,000 for project construction. A minimum 20% match will require operating revenues of $966,000 and $810,000 from park impact fees. The Council is being asked for approval to submit a grant application to the WSDOT Regional Mobility Grant Program for the Tukwila Urban Center Pedestrian /Bicycle Bridge project. Councilmember Ekberg explained the Transportation Committee had concerns with the required 20% match with City funds, and he is concerned with what the completed project will give back to the City in relation to the actual cost of completing the project. Councilmember Robertson requested staff provide an accounting of the park impact fees that have been collected to date, and a copy of the impact fees project list. The Councilmembers asked clarifying questions of staff and exchanged comments to include: evaluation of all options available if the City is awarded the grant; the need for staff to complete the Vehicle Mile Travel (VMT) and Vehicle Trips (VT) calculations for Council review; review of the projects identified in the capital facilities list for park impact fees; consideration of returning the proposed funding to the General Fund; investigation of other uses for impact fees; establishment of priorities for the funding of other projects that need to be completed within the City such as roads and sidewalks; justification of the transportation information and economic development benefits of the project; and assessment of the City's revenue forecast in relation to the required City fund match. Ms. Knighton clarified that if the City were awarded the grant, the Council would have the opportunity to decline the grant if the required 20% match is removed from the budget. Regarding the Vehicle Mile Travel (VMT) and Vehicle Trips (VT) calculations, she explained those calculations will not include the economic development portion of expected return for the City. She explained she can begin the VMT and VT calculations and work with the area hoteliers to gather their data; however, she is concerned with committing other City staff to assist in the information gathering. Derek Speck, Economic Development Administrator, explained a key benefit to the City for completion of the Pedestrian /Bicycle Bridge is the redevelopment of the Tukwila Urban Center, and specifically the old Circuit City property. Over the past two years the current owner has been investigating all the options available for redevelopment of the site that could include an extended stay type hotel and residential apartments. The proposed project would provide convenient access to the Tukwila Sounder station for a short train ride to Seattle, and a short walk to the new Transit Center. Staff can research the potential tax revenue the City would receive from this type of development for the Council. After Council discussion, there was consensus to have staff complete the necessary research and return to a future Council meeting. Tukwila City Council Committee of the Whole Minutes August 27, 2012 Page 4 of 5 REPORTS a. Mayor Mayor Haggerton announced Battalion Chief Dave Ewing will be retiring on August 31, 2012 after 32 years of service to the City. A retirement celebration will be held on August 31, 2012 at Fire Station 51 beginning at 2:00 p.m. On August 22, 2012, he attended the South Correctional Entity (SCORE) Administrative Board meeting. One topic of discussion at the Board meeting was the decreased bed use at the jail by the City of Auburn. The City of Auburn has contracted with King County for court services, and that change has decreased Auburn's use of the new facility. The Board has reached out to other municipalities for use of the facility. On August 24, 2012, he attended the Valley Cities Meeting, where the discussion was freight transportation in and out of the Port of Seattle and Tacoma. Later that afternoon, he welcomed the Washington State School Board Association attendees to Tukwila for their retreat. b. City Council Councilmember Duffie reported an increase in illegal dumping within the City, and he has contacted the Tukwila Police about the issue. Councilmember Quinn attended the King County Library System event at Foster Library on August 23, 2012. Councilmember Kruller attended the King County Library System event at Foster Library on August 23, 2012. She acknowledged the August 26 anniversary of the Women's Right to Vote, and she commented on the increased Tukwila Police presence in the City parks and along Tukwila International Boulevard. Council President Seal attended the King County Library System event at Foster Library on August 23, 2012. Ms. Seal stated she received two emails from Allentown residents noting their concerns about an alternative access route for traffic associated with the Burlington Northern Santa Fe (BNSF) Intermodal Yard in Allentown. Councilmember Quinn feels the Council, as a legislative body, should respond to the concerns that have been voiced by the Allentown residents. Councilmember Duffie feels the Council and City Administration should conduct a community meeting to discuss the neighborhood concerns associated with BNSF. Councilmember Ekberg stated communicating with the citizens is important; however, as stated at the August 20, 2012 Regular meeting, the City is due a response from BNSF in October. He is concerned about the Council providing a response to the Allentown neighborhood before the City receives a response from BNSF. Council President Seal commented the Council has heard the concerns from the Allentown neighborhood, and the City relayed the importance of the community being part of the process to BNSF. She explained her goal this evening was to ensure the Council heard the concerns of the residents who were unable to attend the August 20, 2012 meeting. Councilmember Robertson said there has been an informal subcommittee that has been working with City Administration on the BNSF issue. He suggested Council President Seal coordinate a meeting with City Administration to discuss the recent concerns that have been raised by the Allentown neighborhood. Councilmember Kruller emphasized the importance of communicating with the Allentown residents about this issue. Tukwila City Council Committee of the Whole Minutes August 27, 2012 c. Staff David Cline, City Administrator, attended the Washington City Managers Conference August 22 -24, 2012. d. City Attorney The City Attorney's presence is not required at Committee of the Whole meetings. e. Intergovernmental There was no report. MISCELLANEOUS Page 5 of 5 Councilmember Ekberg stated the Council has been contacted by staff regarding four Council work sessions for review of the proposed 2013 -2014 biennial budget. He explained the Council conducts their annual retreat in February of each year, and he suggested the Council also conduct a 1 -day budget retreat in the fall of each year, commencing in 2012. He requested the Council discuss a possible 1 -day budget retreat in place of the proposed 4 work sessions. Councilmember Quinn explained the Finance and Safety Committee has had several conversations with the Finance Director about the upcoming budget review. The Finance Director provided several options relating to review of the proposed budget, and the Committee members suggested the multiple work sessions. Kimberly Matej, Council Analyst, explained the proposed dates for the budget work sessions could change based on Council discussion, as well as information gathered from Council on proposed topics of discussion. She suggested the Council review the proposed topics and provide feedback on additional issues they would like to discuss. Peggy McCarthy, Finance Director, stated she would formalize the proposed agenda items for discussion at the budget work sessions, and she will provide the agenda list to Ms. Matej for distribution to the Council. After Council discussion on the proposed 1 -day budget retreat, Council President Seal confirmed there is consensus for the Council to conduct 4 separate budget work sessions. ADJOURNMENT 9:09 p.m. COUNCIL PRESIDENT SEAL DECLARED THE COMMITTEE OF THE WHOLE MEETING A7 URNED. 1 Verna Seal, Council President u�� q Melissa Hart, Acting City Clerk APPROVED AND SIGNED BY THE COUNCIL PRESIDENT ON 09/10/2012 AVAILABLE ON THE CITY'S WEBSITE 09/11/2012