Loading...
HomeMy WebLinkAbout2004-03-22 Committee of the Whole MinutesCALL TO ORDER /PLEDGE OF ALLEGIANCE: TUKWILA CITY COUNCIL March 22, 2004 7:00 p.m. Tukwila City Hall Council Chambers COMMITTEE OF WHOLE MEETING MINUTES Calling the meeting to order at 7:02 p.m. and leading the Pledge of Allegiance was Jim Haggerton, Council President. COUNCIL ATTENDANCE: Present were Council President Jim Haggerton; and Councilmembers Joe Duffie, Joan Hernandez, Pam Carter, Pamela Linder and David Fenton. Councilmember Dennis Robertson was absent. OFFICIALS: Steve Mullet, Mayor; Rhonda Berry, City Administrator; Lucy Lauterbach, Legislative Analyst; Bob Baker, Deputy City Clerk; Steve Lancaster, Director of Community Development; Kathy Stetson, Code Enforcement Officer; Joyce Trantina, Code Enforcement Support; Viki Jessop, Administrative Services Director; Jim Morrow, Public Works Director; Frank Iriarte, Public Works Coordinator; Alan Doerschel, Finance Director; and Darlene Heskett, Municipal Court Administrator. SPECIAL PRESENTATIONS: Code Enforcement Update Kathryn Stetson and Jovice Trantina Steve Lancaster, Director of Community Development, reminded Council that Code Enforcement duties were moved from the Mayor's Office to his department approximately two years ago. And, approximately one year ago, the "Dynamic Duo" began re- working the program and making improvements in the areas of outreach, communication and assistance. Mr. Lancaster also noted review, updating and modification of some of the City's nuisance ordinances will take place in late spring 2004 which will enhance enforceability and improve Tukwila neighborhoods. Joyce Trantina, Code Enforcement Support and Kathryn (Kathy) Stetson, Code Enforcement Officer, led Council on an overview of Code Enforcement activities. By way of background, Ms. Trantina has been with the Department of Community Development for two years and Code Enforcement one year, while Kathy has been with the City of Tukwila for approximately three years. Presenting an organizational chart for Council review, Ms. Trantina showed how Code Enforcement fits into the overall (department) organizational structure. She discussed how their duties interact with other City departments and divisions. Since code violations (especially trash and /or debris) can sometimes be indicators of possible criminal activity, a close working relationship with the Police department is very important. Sharing information across groups (departments and their divisions) saves time and resources and can help ensure the safety of all City employees. Ms. Stetson and Ms. Trantina work with Parks and Recreation (issues that occur in parks), Public Works (violations involving rights -of -way, roads, etc.), Human Services (providing resources for citizens in need), Fire Department (commercial violations) and Tukwila Municipal Court staff (as Ms. Stetson has authority to write citations when violations occur). To resolve issues of various issues, Code Enforcement staff also involves outside agencies when the need arises (i.e., King County Public Health, Department of Labor and Industries) and the City Attorney's Office. Either or both of the Code Enforcement staffers attend the Highway 99 Action Committee meetings, Apartment Manager's Network meetings, and Community Oriented Policing Citizens Advisory Board. City of Tukwila City Council Committee of Whole Minutes Page 2 of 8 March 22, 2004 Additionally, they participate in Tukwila Days events and embrace opportunities to share information with neighborhood groups and others as the opportunities arise. Ms. Trantina was proud to show before and after pictures of problematic areas where complaints or Requests For Action (RFA's) have been received and action has taken place with property owners to bring resolution to the situation. In the fall of 2003, Ms. Stetson and Ms. Trantina initiated a networking group of Code Enforcement staff from other municipalities (Renton, SeaTac, Burien, Des Moines, Auburn, Kent, and Federal Way). Beginning with a group of just 12 members, it now includes 25 who meets on a monthly basis to share information and exchange ideas related to code enforcement. Explaining other recent changes in complain investigation process, Ms. Trantina provided a sample letter showing how digital photographs are now provided with Notices of Violation to property owners. She noted an effective investigation process is in place which provides consistency in handling complains, enforceability for the division, and credibility to the City as a whole. Next, Ms. Trantina provided an overview of how received complaints are handled. Using a flow chart, Joyce discussed the RFA process in detail. Through the efforts of the Code Enforcement division, there has been a reduction in unresolved cases, implementation of a RFA form via the City's website; and a decrease in the average time between investigations and initial investigational correspondence. Showing Council statistical data, Ms. Trantina revealed that approximately 60% of the violations are related to junk vehicles or trash /debris. Other violations include issues surrounding landscape, building and sign codes. In addition to complimenting both ladies for their fine efforts, Councilmembers sought clarification to issues, statements and specific situations of concern (e.g., banner signs and search /spotlights). Finally, Councilmembers spoke in favor of hearing future reports. CITIZEN COMMENT /CORRESPONDENCE: None. SPECIAL ISSUES: a. Economic Development Administrator Position Description and Funding Viki Jessop, Administrative Services Director, presented Council with a classification description and wage proposal for the position of Economic Development Administrator. This position has been discussed and the City has contracted individuals to assist with economic development over the years. With new changes in the organizational structure of the Mayor's Office (elimination of the Assistant City Administrator position), an opportunity has arisen wherein the City may hire a full -time Economic Development Administrator. Councilmember Fenton noted review and approval of this item at the March 1 Finance and Safety Committee meeting. Ms. Jessop fielded questions from Council as it related to the position description, classification and specifics. Councilmember Carter asked for the Mayor's viewpoint on the "focus of the position." Mayor Mullet noted the City of Tukwila needs someone who is "very hands on a person who is "out there, following trends very closely," who can be alert to what's going on in the community, networking with new businesses, the Chamber of Commerce, keeping abreast of regional trends and helping new businesses "strike the right balance" to "thrive and survive" in Tukwila. City of Tukwila City Council Committee of Whole Minutes Page 3 of 8 March 22, 2004 Although not currently decided (completely) the person in this position will be expected to perform much of his or her own clerical duties. Realizing some assistance may be necessary, however, current staff within the Mayor's Office may be able to provide some assistance. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. b. Solid Waste Contract extension with SeaTac Disposal Councilmember Carter reported review of this item at the March 16 Utilities Committee wherein they were in favor of exercising a two -year extension to the contract via a related clause in the current contract. Frank Iriarte, Public Works Coordinator, reported the contract with SeaTac Disposal to provide solid waste collection, disposal and recycling services to commercial, multi family and residential customers expires in March 2005. Under the terms and conditions of the contract, the City must decide whether or not it opts to extend the contract for two more years. Although the City could remain silent and allow the contract to expire, the disadvantages outweigh the advantages (i.e., prior to soliciting bids or proposals, a comprehensive assessment needs to be done to determine what the residents and businesses need for these specific services). Based upon the aforementioned, staff spoke in favor of extending the current contract for two additional years. The City has previously negotiated one of the lowest rates in local area cities. And, although there have been some service issues reported, steps are taken to rectify those situations in a satisfactory manner. There is a strong management team in place with SeaTac Disposal to assist with such issues. For the record, Steve Caputo, Manager, Rabanco, was present. SeaTac Disposal has accommodated City needs by providing free disposal services to 4 of July events, new City facilities such as Fort Dent Park, Tukwila Pool, Golf Maintenance building and new bus stops along Tukwila International Boulevard. These services represent a savings of over $43,000.00 per year. Although some concern was raised concerning particular issues reported during the year, Council spoke in favor of continuing with SeaTac Disposal. For future reference, Frank Iriarte has made himself available as the City's point of contact for these very issues. The same terms and conditions (including the additional, free disposal services previously mentioned) will continue through the duration of the contract period (the next two years). Questions were then fielded by Mr. Iriarte and discussions were held. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. c, Council Chambers Upgrade project Councilmember Carter reported review of this item, with no consensus, at the March 2 Utilities Committee. There it was decided that since nearly one year had gone by, all the options were not exactly clear. Thus, with more information to the Committee of Whole, more opinions may be expressed, allowing all to arrive at a mutually acceptable recommendation. Frank Iriarte, Public Works Coordinator, began by making known two important notes. First, should Council approve the project, funds will be taken from the 303 Fund. Reviewing the active projects list and those currently under design, a note of insufficient funds may be made. For 2004, the budgeted amount in the 303 Fund is $1,150,000.00. Total projects for those funds is $2 million, plus. Thus, staff must re- prioritize some of the projects. City of Tukwila City Council Committee of Whole Minutes Page 4 of 8 March 22, 2004 And, second, should Council choose options 1 or 2, and additional funding is to be sought from Comcast, the amount will be arrived at via a pass- through to the City's Comcast customers (4,000 subscribers). The rate of pass- through would equal .75 cents per month, per subscriber, for a period of approximately 24 months. Speaking against this proposition, Councilmember Linder stated it would be inequitable for "just" Comcast customers to bear the entire cost of the project. Mr. Iriarte presented Council with six options previously presented to the Utilities Committee as well as the Finance and Safety Committee. Option 1 Option 2 Option 3 Approve the upgrade project including the basic minimum requirements, ADA accommodations and a few recommended enhancements (new carpeting, upgraded public seating and new sound system). Estimated cost is $503,330.00. Although this is the most expensive option, it will solve the existing problems and meet the needs of the Court, City Council, Staff, Planning Commission and the public. Same as Option 1, yet eliminates ADA accommodations, upper lip for dais and labor premium. The labor premium is removed with the assumption the Municipal Court is able to find an alternate location to conduct court proceedings during the day, allowing construction in chambers during the day, saving nighttime premium construction costs. Estimated cost is $389,699.00. Purchase the Digital Recording System, upgrade the sound system, replace the carpet and new public seating. Estimated cost is $103,496.00. This is a result of a recommendation from the Finance and Safety Committee for an option in the $100,000.00 +1- range. Option 4 Same as Option 3, yet eliminates carpet replacement. Estimated cost is $90,193.00. Option 5 Purchase only the Digital Recording System. Estimated cost is $8,976.00. Option 6 Postpone the project indefinitely. Mr. Iriarte and Jim Morrow, Public Works Director, fielded numerous questions from Council relative to definitions, timing, ADA accommodations, and premium labor costs. Councilmember Fenton noted discussions with Kimberly Walden, Judge of the Municipal Court, who relayed the real possibility of relocating municipal court operations during the time of construction for this upgrade project, perhaps as long as 30 days. Having said that, each Councilmember stated their preference as to the various options. Darlene Heskett, Court Administrator, noted two concerns of Judge Walden. The first, accessibility to the witness stand by a witness with disabilities and second, accessibility to the dais by a Councilmember who may have a disability. A witness stand at the end of the dais, at floor level, would meet the ADA requirements, yet would not meet the needs of a Councilmember in need. With an offer to relocate court operations for a period of time, all Councilmembers spoke in favor of removing premium labor costs, no matter which option is chosen. In the end, consensus was reached for Option 1, with the addition of the "upper lip" for the dais, and removing premium labor (and related costs), and finding a way to accommodate ADA requirement(s) WITHOUT MOVING THE DOORSIWALLS in the Courtroom. For the record, once staff has created a design, it will be seen again (in the form of a Request for Proposal) at a Finance and Safety Committee. City of Tukwila City Council Committee of Whole Minutes Page 5 of 8 March 22, 2004 d. A resolution setting a public hearing for vacation of Maule Avenue (South 143 Street to South 143 Place) Jim Morrow, Public Works Director, noted the reason this item did not go to Committee is that staff is asking Council to simply set a public hearing where all the facts can be presented due to the nature of the action to be taken. The City Clerk's Office is to set a mutually agreeable public hearing date with Public Works staff and finalize the body of the resolution before Council considers acceptance of the resolution. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. e. A bid award for the Andover Park West Overflow Project Councilmember Carter reported the location of this sewer lift station at Andover Park West at Minkler. This is a major sewer lift station for a lot of the Central Business District and will provide a gravity overflow (for Lift Station No. 2) in the event of a power outage in combination with generator failure. The item has been to the March 16 Utilities Committee and the Committee recommended the bid be awarded. All bids have been checked and tabulated and City staff has checked the references provided by the low bidder. Funds are available from the current C. I. P. and provide for a 10% contingency. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. f. Authorize the Mavor to sign a consultant's agreement for the Water and Sewer Comprehensive Plan Councilmember Carter noted the Department of Health and Ecology requires the City to update its Water and Sewer Comprehensive Plans (once every five years) and this is the year to do it. Staff shortlisted three firms, interviewed them and is recommending Economic and Engineering Services, Inc. EES has a broad background in all these areas, has done this work for other cities in the past, is quite reputable and comes to the City at a cost of $173,400.00. The Utilities Committee reviewed this item at their March 16 meeting and agreed to refer it to the Committee of Whole for discussion and consideration. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. g. Authorize Mavor to sign a consultant's agreement for the Southcenter Parkway extension (South 180 Street to South City limits) Councilmember Hernandez reported review of this item at this evening's Transportation Committee agenda. There, it was recommended that David Evans and Associates, Inc. be selected to perform the design work. The contract amount came in at $350,577.00 and the City has $381,000.00 budgeted for the item. Thus, the project is within budget and will provide design services including advertisement for construction bids. Councilmember Carter reported this is related to the Segale annexation and he will most likely be hiring the same firm to design that portion of the road that goes through that (Segale) property. Thus, there City of Tukwila City Council Committee of Whole Minutes h. An ordinance restrictina the use of compression brakes within the City limits Page 6 of 8 March 22, 2004 are advantages to having the same person work for both fi rms, yet it is being made absolutely clear to the contractor that they are working for the City of Tukwila as it relates to this contract. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. Councilmember Hernandez reported this item was reviewed at the February 23 Transportation Committee meeting. At that meeting, Police Sergeant Jon Harrison reported receipt of several complaints from residents near the Burlington Northern rail yard regarding the noise from compression brakes on the semi tractors and trailers entering and exiting the yard. Thus, the suggestion for the draft ordinance before Council. While in favor of the proposed ordinance, the Committee wanted to ensure that emergency vehicles such as fire trucks are exempted from the ordinance. That has been done. Jim Morrow, Public Works Director, noted the intent with the proposed ordinance is that should either emergency vehicles or a regular truck lose their brakes, then they can use the compression brakes to stop their vehicles. On an occasion such as that, no citation would be written. Once the ordinance is adopted, signage may be posted within approximately one week. Citations written (civil infractions) could result in a $300 penalty pursuant to the provisions of the ordinance. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. i. Utility Tax Relief Proaram Councilmember Fenton reported review of this item at the March 15 Finance and Safety Committee meeting. He reported the draft resolution is to provide low- income people and senior citizens a rebate on their utility taxes. Alan Doerschel, Finance Director, reported that when Council passed the Utility Tax, arguments were received by low- income seniors that they could not afford that tax. With that, the City Council decided a rebate program might be in order. A former ordinance called for the Finance Director to create a program application for such a rebate. Lily Jue, Internal Auditor, and Mr. Doerschel have been working together on that application and have come up with a plan wherein citizens must provide two pieces of information (income tax return and City Light or P. S. E. account number) to the Finance Department, along with a completed application, to be qualified for the Utility Relief Program. All applications are due before June 30 of any given year. In speaking with staff from Puget Sound Energy and City Light, city staff has learned of a need to revise the application, as it seeks confidential information (in telling what taxes were paid). Such a change has been made and includes a spot which authorizes City Light and /or Puget Sound Energy to release such information to the City. Based upon that information, the City will then "cut" the required rebate checks and mail them to the residents. Noteworthy, qualifying age for seniors (for this program) is 62. Also qualified to apply are disabled, low income residents. Additionally, each check will vary from (approximately) $30 to $40, dependent upon energy usage. Applications for refund may be made every year. Also noteworthy, Mr. Doerschel noted two scribner's errors must be corrected. In Sections 6 and 7 of the proposed resolution, the document is referred to as an ordinance. Both instances will be corrected. And, in Section 2, line 3, the word "following" will be stricken and the word "previous" will be inserted. And, City of Tukwila City Council Committee of Whole Minutes finally, in Section 3, the words "with Seattle City Light" shall be inserted in line two, after the words "franchise agreement, with Seattle City Light..." Finally, Councilmember Carter suggested insertion of a second line for a second account number in the event someone has both Seattle City Light and Puget Sound Energy (e.g., some customers could have natural gas and electricity). Council President Haggerton asked for an update on usage of this program within the near future. Mr. Doerschel agreed such a report would be made. For consideration and potential action, consensus existed to forward this item to the April 5 Regular meeting. REPORTS: a. Mayor Mayor Mullet attended the March 19 City of Tukwila Annual Employees' Appreciation Banquet at the Museum of Flight. Councilmember Carter suggested a press release be prepared and distributed announcing the names of those selected as each department's Employee of the Year. Mayor Mullet also reported a decision had been made with regard to the hiring of a new Tukwila Schools Superintendent. b. City Council Page 7 of 8 March 22, 2004 Councilmember Duffle thanked Lucy Lauterbach, Legislative Analyst, for acknowledging his 60 birthday by baking and serving a cake at this meeting. He, too, attended the Employees' Appreciation Banquet. Finally, Mr. Duffle also reported attendance to the March 17 presentation by Mawi Asgedon. Councilmember Hernandez attended the March 17 presentation by Mawi Asgedon, the March 18 Tukwila Children's Foundation dinner, the March 19 Employees' Appreciation Banquet and the March 22 King County Council meeting at SeaTac City Hall. Finally, Ms. Hernandez reported a Transportation Committee meeting earlier this evening. Council President Haggerton attended the March 17 ACC meeting and the March 22 King County Council meeting, as well as a later Lodging Tax Advisory Board meeting. Councilmember Carter attended the March 16 Utilities Committee meeting, a March 17 SCATBd meeting and a Regional Transit meeting the same date. Ms. Carter also attended the March 18 Tukwila Children's Foundation annual meeting and the King County Council meeting today at SeaTac City Hall. Councilmember Linder asked for a volunteer to take her place at tomorrow's Community Affairs and Parks Committee meeting. Councilmember Carter agreed to attend. Councilmember Fenton reported a successful, major surgery on his wife today. Next, Mr. Fenton reported distribution of an e-mail to /from Terry Moore as a result of a Finance and Safety Committee issue from two weeks ago. It is suggested that Mr. Moore serve as a facilitator for a meeting between staff and Council on project prioritization. The cost of Mr. Moore's services run between $10,000.00 to $20,000.00. Councilmembers spoke in opposition to spending such funds for these services. c. Staff Rhonda Berry allowed Alan Doerschel to speak. Mr. Doerschel alerted Council that the City of SeaTac has agreed to have an on -going relationship with respect to the Tourism and Marketing Interlocal Agreement between the two cities. SeaTac has prepared and is ready to pass a resolution extending the contract in perpetuity. More information will follow. City of Tukwila City Council Committee of Whole Minutes Secondly, Mr. Doerschel reported a hard copy of a Utility Tax Review for 2003 would be distributed on March 23, 2004. Essentially, the City budgeted $2,250,000.00 for 2003 and collected $2,328,000.00, thus a $78,000 overage in collections. Rhonda Berry reported City staff (Bruce Fletcher) would be attending the Tukwila School Board meeting on March 23 to discuss the School /City Joint Facilities Use Agreement. Additionally, as it relates to the Tukwila Valley South Annexation area, the City is in the "pre- annexation agreement stage." This project is already consuming a vast amount of staff time. Staff wants to give the project the attention it deserves. That being said, staff would like to place an item on the Finance and Safety Committee meeting (April 5, 2004) that item being to "hire some temporary staff..." to be devoted to this project alone. City staff anticipates the need for "one project manager and one engineer type" person. Due to the complexity of the issues and the very nature of the project, City staff is not in favor of hiring interns for the projects or those with only limited experiences in the field. Council spoke in favor of adding the proposed issue to the April 5 Finance and Safety agenda. In support of Ms. Berry's statements, Steve Lancaster, Director of Community Development, noted that in the past two weeks, he could have easily spent 25 to 30 hours productive time on this project alone. This of course would slow progress on the many other issues facing City staff at this time. d. City Attorney Shelley Kerslake was not present. e. Legislative Analyst Lucy Lauterbach reported candy has been sent to all legislators who took the time to meet with City officials after the recent National League of Cities Conference, in Washington D.C. MISCELLANEOUS: Coucilmember Fenton reported a March 20 invitation to Boeing wherein he, Mayor Mullet, and Pam Carter toured the Australian Airport's AWACS (Wedgetail airplane). This is a $1 billion project for Australia, Italy, Turkey and Korea. ADJOURN: Page 8 of 8 March 22, 2004 9:55 p.m. FENTON MOVED; DUFFIE SECONDED; TO ADJOURN THE COMMITTEE OF WHOLE. The motion carried 6 -0. Hagg Council President Rabat-, .F1 arakm__ Robert H. Baker, CMC, Deputy City Clerk Date Minutes Signed: April 5. 2004.