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HomeMy WebLinkAbout2006-02-13 Committee of the Whole MinutesCALL TO ORDER /PLEDGE OF ALLEGIANCE ATTENDANCE SPECIAL PRESENTATIONS TUKWILA CITY COUNCIL February 13, 2006 7:00 p.m. Council Chambers City Hall COMMITTEE OF THE WHOLE Council President, Dennis Robertson, called the meeting to order at 7:00 p.m. and led the audience in the Pledge of Allegiance. OFFICIALS Present were Dennis Robertson, Council President; Councilmembers Joe Duffle, Joan Hernandez, Pam Carter, Jim Haggerton, Pam Linder, and Verna Griffin. Mayor Mullet was absent from the meeting. The Mayor is currently in Japan for the city closing ceremony for the City of Ikawa. Rhonda Berry, City Administrator; Kimberly Walden, Municipal Court Judge; Latricia Kinlow, Court Administrator; Viki Jessop, Administrative Services Director; Steve Lancaster, Community Development Director; Nora Gierloff, Planning Supervisor; Nick Olivas, Fire Chief; Kevin Fuhrer, Finance Director; David Haynes, Police Chief; Jim Morrow, Public Works Director; Derek Speck, Economic Development Administrator; Jeff Morton, Fleet Supervisor; Jane Cantu, City Clerk; Christy O'Flaherty, Deputy City Clerk. a. Introduction of new city employee: Katie Luksan, Code Enforcement Administrative Support Technician, Department of Community Development Steve Lancaster, Community Development introduced Katie Luksan. Ms. Luksan is the support person for the Code Enforcement Officers. She previously worked as a legal assistant and as a computer help desk technician. The Councilmembers welcomed Ms. Luksan to the City. b. 2005 Court accomplishments, Judge Kimberly Walden Kimberly Walden, Municipal Court Judge introduced members of the Court staff. In attendance were Trish Kinlow, Court Administrator, Amy Bell, Lead Clerk, and Valerie Johnston, Bailiff. Judge Walden expressed appreciation to the court employees for stepping up during staffing shortages and working through new challenges in 2005. Judge Walden gave an overview of Court activity for 2005. There was a significant reduction in filings in traffic infractions and criminal cases in 2005. Personnel shortages in the Police Department played a role in the reduction of filings. One of the Court's accomplishments involved a savings of $38,000 in interpreter costs over the past two years. Cases requiring the need for language interpreters were disposed of much faster fostering a cost savings for the city. A significant accomplishment for 2005 was the improvement of court security with the addition of a metal detector and private security officer. The Court staff also became involved in student outreach in 2005. Students from Foster High School came to the court and were involved in a mock trial. Additional school outreach efforts will continue in 2006 with the involvement of elementary and middle schools. Councilmembers complimented the judge and staff for their work in the court and expressed appreciation at the professionalism of the presentation. City of Tukwila Page 2 of 4 City Council Committee of the Whole Minutes February 13. 2006 CITIZEN COMMENT Anna Bernhard, 14241 59 Ave. South, spoke regarding her appreciation and enjoyment of the City's Hazelnut newsletter. Chuck Parrish, 14120 34 PI. South, indicated there is an amplification problem with the microphones in the Council Chambers. He was only able to hear one -half of the comments made by a councilmember. Joe Roppo, 5940 South 149th Street, spoke regarding rats in his neighborhood. There are people living in his area who do not have garbage pickup, and it is causing a problem with rodents. Steve Lancaster, Community Development Director told Mr. Roppo this is an issue that can be referred to the Code Enforcement Office. SPECIAL ISSUES a. Process for selecting support personnel Council President Robertson indicated he brought this issue to the meeting tonight. It involves the hiring of a support person for the City Council. He would like the Council to review the process, job description and classification, and the reporting and evaluation system. Councilmembers expressed overall approval of the process outlined in the documentation provided in the agenda packet. However, several members noted their desire to meet the top candidates for the position rather than be limited to meeting just one finalist. Viki Jessop, Administrative Services Director, provided an outline of the application and interview process. Ms. Jessop indicated she would examine all applications and choose approximately 25 -30 for further review. There would then be about seven people selected for an interview. Through the interview process, the list would be narrowed down to one person wherein a tentative offer would be made and a background check performed. She said there is time to finalize specific aspects of the process, and she will work with the Council to develop a plan that will meet their needs. Discussion ensued regarding various aspects of the process, and it was determined the full Council would meet with two or three top candidates in an informal setting. Councilmembers proceeded to discuss the job description and classification for the position. Council President Robertson distributed a matrix of "Essential Functions of the Job" containing the categories of: Secretarial, Administrative, Clerical, Analytical, and Unknown Category (includes miscellaneous tasks). Ms. Jessop provided some background information and clarification on job descriptions versus position classifications. A job description is the unique description of the individual's job. A position classification represents the broad picture. Once she knows what types of tasks the Council wants to see performed, she can select a job description from one currently in place or develop a new one. Councilmembers proceeded to discuss the list of items on the matrix one line at time, sharing ideas about priorities, needs, and responsibilities of the position. After a lengthy discussion, consensus existed to direct Ms. Jessop to create a draft job description based on the input presented at tonight's meeting. After review of the draft job description, the Council determined they would discuss this issue at another Committee of the Whole meeting, and then move it forward for approval. Councilmember Carter suggested a temporary clerical person be hired while the City moves through the selection process for the permanent position. Council President Robertson said he would discuss the issue with Ms. Jessop. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ISSUE ON TO A FUTURE COUNCIL MEETING FOR FURTHER DISCUSSION. City of Tukwila Page 3 of 4 City Council Committee of the Whole Minutes February 13. 2006 b. License Agreement GIS5 Internet Mapping Councilmember Hernandez indicated this issue was discussed at the Community Affairs and Parks Committee meeting. The contract with Digital Map Products to provide CityGIS5, an internet based geographic information system interface, requires Council approval. The contract is for a five -year duration, and there is funding currently in the 2006 budget to cover the dollar amount of $21,580. The annual dollar amount for the next four years would be $20,800. Councilmember Hernandez explained the City does not have to appropriate all of the money at this time. It is only necessary to allocate funding for the 2006 year, and the contract can be terminated at any time throughout the term of the agreement. The Community Affairs and Parks Committee recommended approval of this item. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. Pumper replacement bids (two engines) Council President Robertson indicated this issue was discussed at the last Committee of the Whole meeting. There are three issues of concern: (1) Consideration of the purchase of one pumper at this time; (2) Should a second pumper be purchased and if so, how will it be funded; (3) Future contributions in the annual budget for fire equipment replacement. The Fire Chief and Finance Director are working on the second and third issues and will return to the Council at a future date with an action plan. Nick Olivas, Fire Chief, reiterated that two pumpers are needed, but there is only enough funding at this time to cover the cost of one. There is a shortfall of $191,000. He pointed out that discussions with the Fleet Supervisor indicate the City mechanics are unable to get to preventative maintenance tasks at this time. Due to workload issues, they are concentrating their efforts on repairs. This could be problematic for the older fire vehicles. COUNCIL CONSENSUS EXISTED TO FORWARD THE PURCHASE OF ONE FIRE DEPARTMENT PUMPER TO THE NEXT REGULAR MEETING. Councilmember Carter requested an information memo in the upcoming Council agenda packet to provide an explanation of the issue. d. An ordinance adopting the 2006 Edition of the Standard Specifications for road, bridge, and municipal construction (repealing Ord. #2040) Councilmember Haggerton stated this item was reviewed by the Utilities Committee. There is no budget impact with this ordinance, and this is something that is required every time the standards change. If the City does not pass an ordinance adopting the new standards, it could jeopardize federal grant funding. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. e. City Shops re -roof bid award Councilmember Haggerton indicated that in June, 2005, the city called for bids on the Minkler and Long Shops re- roofing project. Only one bid was submitted, and it was higher than the budgeted estimate. The bid was rejected, and Public Works re -did the proposal and went back out to bid in January, 2006. An alternative bid was also requested for seismic upgrades to the buildings. It was determined there was not funding available for seismic upgrades at this time. Western Roofing Service was the low bidder for the amount of $219,766. Councilmember Linder indicated the Utilities Committee recommended approval of this item. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. f. Tukwila Transit Consultant Agreement This agreement is for the engineering design services for the new transit center at Andover Park West and Baker Blvd. Four consultant teams were interviewed and IBI Group was chosen for the project. The group will be working with KPFF Consulting Engineers, the lead consultant for the Sounder Station at Longacres. Councilmember Duffie said the Transportation Committee recommended approval of this City of Tukwila Page 4 of 4 City Council Committee of the Whole Minutes February 13. 2006 item. Jim Morrow, Public Works Director, stated there is money in the budget for this phase of the project. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. g. Council Initiatives Council President Robertson introduced the item on Council Initiatives. He stated that initiatives originating from the City Council, requiring work from the staff, would be agreed upon by a majority of the Council. He indicated the issues being brought forward are not presented for resolution this evening. Concurrence is required for the initiatives to be forwarded on to the staff. The initiatives being considered are as follows: 1) Records Retention Policy /process /Council training (to meet State requirements). 2) Council communications to citizens. 3) Council automation, that could include: a) City email addresses. b) Individual councilmember allowance for automation devices. c) City- issued standard laptops. d) City Hall kiosk with docking station and printer for Council use. e) Mobile Internet access. f) Staff support. 4) Staffing to support a 'Major Disaster Preparedness" for citizens using Federal Citizens' Request Tracking System (CERTS) program or something similar. 5) Staffing and funding for a CERTS. 6) Notification of citizen correspondence to the Council 7) Modification to the City Ethics Code to ensure greater public visibility of the process. The Councilmembers discussed each one of the initiatives in detail. Item #2, "Council Communications to Citizens," originated from Council Member Hernandez. She clarified that her intent is to have a tracking system for citizen complaints. Rhonda Berry, City Administrator, informed the Council the City currently uses the Permits Plus program to track citizen complaints and requests for action. After some discussion, it was decided this initiative should be held from being passed on to the staff for review. The staff person who will be hired to support the Council will provide services in this area. Item #5, "Staffing and Funding for a CERTS program," was removed from the list as it is covered in Item #4. The Council agreed that all other initiatives should be passed on to the staff for review and recommendations. REPORTS COUNCIL CONSENSUS EXISTED TO DISPENSE WITH REPORTS. Councilman Robertson asked that those councilmembers who will be attending the National League of Cities Conference in Washington DC notify the Mayor's Office. MISCELLANEOUS Jane Cantu, City Clerk, reminded Council of the Special Meeting on Thursday, February 16, 2006, in the Council Chambers at 5:30 pm. ADJOURNMENT 10:49 p.m. COUNCIL PRESIDENT ROBERTSON DECLARED THE MEETING ADJOURNED Dennis Robe on, Council President P t 1i „6-4=- Christy O'Flaherty, Deputy City Clerk