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HomeMy WebLinkAbout2008-10-13 Committee of the Whole MinutesCOMMITTEE OF THE WHOLE CALL TO ORDER /PLEDGE OF ALLEGIANCE Council President Joe Duffie called the meeting to order at 7:03 p.m. and led the audience in the Pledge of Allegiance. Council President Duffie asked all City employees, citizens and visitors to stand and be recognized. OFFICIALS Present were Joe Duffie, Council President; Councilmembers Joan Hernandez, Pam Linder, Dennis Robertson, Verna Griffin, Kathy Hougardy, and De'Sean Quinn. ATTENDANCE Wm Haggerton, Mayor; Rhonda Berry, City Administrator; Shawn Hunstock, Finance Director; Derek Speck, Economic Development Administrator; Nick Olivas; Fire Chief; Chris Flores, Assistant Fire Chief; Lori Sutter, Assistant Police Chief; Lavern Peterson, Fire Captain; Jim Morrow, Public Works Director; Gail Labanara, Public Works Analyst; Jack Pace, Community Development Director; Mary Miotke, IT Director; Lisa Verner, Project Manager; Kimberly Matej, Council Analyst; Christy O'Flaherty, City Clerk; Melissa Hart, Deputy City Clerk. SPECIAL PRESENTATIONS CITIZEN COMMENT TUKWILA CITY COUNCIL October 13, 2008 7:00 p.m. Council Chambers City Hall Shawn Hunstock, Finance Director, provided an overview of the proposed 2009 -2010 Biennial Budget, which indicated the average growth in this biennial budget period is 3 Sales tax revenues are estimated at 3% growth, and property taxes are assumed at 4% growth, including new construction. Mr. Hunstock explained the public hearing regarding the proposed 1'Y° property tax levy is scheduled for November 17, 2008; the deadline for adopting the property tax levy is November 30, 2008. Councilmember Robertson indicated the Finance and Safety Committee is requesting the Council be briefed on the proposed Biennial Budget and Capital Improvement Program at a Budget Workshop. Mr. Robertson provided a list of major expenses predicted during 2009 -2014. He would like a brief history on the projects, timing, potential funding sources, priority of importance and debt payment services at the Budget Workshop. Council consensus existed to hold a budget workshop on Wednesday, October 15, 2008, at the Tukwila Community Center, Meeting Room B, at 7:00 p.m. (Since the conclusion of this October 13, 2008 meeting, the time for the workshop was changed to 5:00 p.m.) Rick Bellin, 17035 West Valley Hwy, indicated the City and the Planning Commission should not approve this Staff /Ecology Draft Amendment without further input from the community. In his view, a one- size -fits- all buffer, downsizing large areas of commercial and industrial land, requiring public access to the shoreline, and declaring a large area of the City's commercial and industrial property unusable or non- conforming will have drastic effects on property owners. Mr. Bellin provided Council and City Administration copies of an independent study by WSP Environmental Energy. City of Tukwila Page 2 of 7 City Council Committee of the Whole Minutes October 13. 2003 SPECIAL ISSUES a. A resolution authorizing the cancellation of outstanding claims checks, Municipal Court checks, and Foster Golf claims checks. Councilmember Robertson indicated this item was discussed at the Finance and Safety Committee meeting on October 7, 2008. The committee members were unanimous in recommending approval. Staff has been attempting to locate and contact property owners to resolve the issues; the City now wishes to cancel outstanding claims checks and Municipal Court checks. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. A resolution ordering the cancellation of past -due accounts receivables and returned check write -offs. Councilmember Robertson indicated this item was discussed at the Finance and Safety Committee meeting on October 7, 2008. The committee members were unanimous in recommending approval. There are certain receivables that are uncollectible and need to be removed from the accounts receivable ledger by resolution on an annual basis. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. Tukwila Urban Center Transit Center Design Services, Supplement #4 with IBI Group. Councilmember Linder indicated this item was discussed at the Transportation Committee meeting on September 23, 2008. The committee members were unanimous in recommending approval. The IBI Group began design services for the Tukwila Urban Center Transit Center in February 2006. Supplement Nos. 1 through 3 extended the timeline due to project delays. Supplement No. 4 will complete 30% of the Transit Center design at the existing location on the Westfield Southcenter Mall property. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. d. Andover Park West (Tukwila Parkway to Strander Boulevard) Update Design Report, Supplement #5 with IBI Group. Councilmember Linder indicated this item was discussed at the Transportation Committee meeting on September 23, 2008. The committee members were unanimous in recommending approval. Supplement No. 5 will update the 1991 design report for the street improvements on Andover Park West. Due to the proximity of the two projects and overlapping design needs, there will be a savings of $25,698.00 by combining the two projects. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. e. Tukwila International Boulevard Phase II III Street Improvement Project Third Party Utility Coordination Agreements. Councilmember Linder indicated this item was discussed at the Transportation Committee meeting on September 23, 2008. The committee members were unanimous in recommending approval. The Tukwila International Boulevard project requires coordination with third party utilities that will require utility relocation within the project boundary. Coordination agreements with Comcast and Comcast /LNS will incorporate the underground relocation of Comcast's overhead facilities into the City's construction contract. All of Comcast and Comcast /LNS improvement costs will be reimbursed to the City. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. City of Tukwila Page 3 of 7 City Council Committee of the Whole Minutes October 13 2008 f. Memorandum of Agreement for FEMA National Urban Search and Rescue Response Team. Councilmember Robertson indicated this item was discussed at the Finance and Safety Committee meeting on October 7, 2008. The committee members were unanimous in recommending approval. Council approval is required to approve participation in Washington Task Force 1 of the FEMA National Urban Search and Rescue Team. This group responds to national disasters and the federal government reimburses all the expenses. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. g. An ordinance adopting the 2008 Fire Master Plan. Councilmember Robertson indicated this item was discussed at the Finance and Safety Committee meeting on August 19, 2008 and September 23, 2008. This is an ordinance adopting the Fire Master Plan, adopting administration responses to the plan recommendations (implementation), and establishing Levels of Service (LOS) for fire services. Nick Olivas, Fire Chief, introduced Bruce Caldwell, Senior Vice President, and Martin Goughnour, Financial Director, of Emergency Services Consulting, Inc. Mr. Caldwell utilized a Powerpoint presentation regarding the City of Tukwila Fire Department Strategic Plan. Some of the key elements included: Purpose of the Strategic Plan Three Basic Questions: o Where are we now? o Where do we want to be? o How do we get there? Discussion and presentation of elements of the Strategic Plan o Fire Protection Evaluation o Current Assessment of Services, including: Levels of Service (LOS) provided by Tukwila Fire Department is to respond to a call within five minutes and thirty -four seconds, 90 percent of the time To maintain the existing LOS and eliminate further service degradation, ESCi makes the following recommendations: Capital Facilities and operations: o Increase the aid car coverage to 24 hours o Use the ladder truck at Fire Station No. 54 for responses requiring a truck company o Remodel Fire Station No. 51 o Remodel Fire Station No. 52 o Complete seismic upgrades, if needed, for Fire Station No. 53 o Replace Fire Station No. 54 Personnel and Maintenance: o Hire 7.8 FTE personnel to staff the aid car o Hire an assistant fire chief logistics and strategic planning o Hire a training captain o Hire a deputy fire marshal o Hire two civilian fire inspectors o Hire a public educator /public information officer City of Tukwila Page 4 of 7 City Council Committee of the Whole Minutes Octoher 13. 2008 The Councilmembers thanked Mr. Caldwell for the presentation on the Fire Master Plan and their recommendations. Councilmember Robertson indicated this item was discussed at the Finance and Safety Committee. It involves three components: the Fire Master Plan, levels of service for fire services, and the Administration's recommendations for implementation of the plan. The Committee expressed the desire to begin review of the budget prior to adoption of the Fire Master Plan and forwarded this issue to the full Council for discussion. Lisa Verner, Project Manager, explained that City Administration agrees with the majority of the recommendations in the plan, along with the need for phasing the implementation of the various elements, due to the financial impacts. After review of the plan, Administration provided recommendations for a phased approach toward implementation, to include staffing, equipment, apparatus, departmental issues, and levels of service. The short -term recommendations maintain the current levels of service of the Fire Department. The long -term recommendations would be required due to anticipated growth in the City. In year -one, or 2009, two personnel to staff the aid car from General Fund expenditures would be hired. The other years two through six do not have a date assigned to them, as it is dependent on available funding. Council Questions Regarding the 2008 Fire Master Plan, Administration's Responses to Plan Recommendations and Levels of Service Goals (not listed in order of priority.) 1. The proposed Biennial Budget includes a 24 -hour aid car. Would that be used as a first response? Nick Olivas, Fire Chief, answered in the affirmative. The aid car is currently in service approximately 15% to 20% of the time, depending on staffing. Councilmember Quinn confirmed that the addition of the 24- hour aid car is an efficiency measure by the Fire department to address issues as they relate to citizen need and aid services. Chief Olivas responded in the affirmative. 2. Exhibit C references the levy lid lift. Would a levy increase require voter approval? Ms. Verner indicated a levy increase would require voter approval. Additional revenue resources are available and should be researched. If the Fire Master Plan is adopted, and the levy lid lift passed, the revenue would start in year -two of the proposed schedule. The City would be required to indicate the duration of the levy lid lift, on the ballot, with it being either 6 years or permanent. There should be a revenue plan to go along with the budget and Capital Improvement Program. 3. The Administration's responses to the Fire Master Plan include two new positions staffing the aid car half time. Has that been budgeted in the 2009 2010 Biennial Budget? Ms. Verner answered in the affirmative. The proposed addition of the aid car at a half time level and hiring two staff members is in the preliminary budget, with funding from the General Fund. The cost associated with the aid car and staff is approximately $160,000 per year. Councilmember Robertson confirmed the current preliminary budget contains only the two new positions for the aid car in year -one (2009), and Ms. Verner responded in the affirmative. He also confirmed that without new funding sources, none of the positions other than the two in year -one will be added, and Ms. Verner responded in the affirmative. 4. Do the Administration's responses coincide with the current Levels of Service Goals? Ms. Verner answered in the affirmative. 5. If the recommendation for the addition of the aid car /staffing were implemented, what percentage of time would the aid car be in use? Ms. Verner explained that two additional personnel would provide aid car service approximately 25 -30% of the time. It would take three staff members on a full -time basis to have the aid car in service 100% of the time. Councilmember Robertson conveyed he would like to see a two -year plan that would put the aid car in service at least 70% of the time, and in operation 100% of the time by the third year. This would save continued wear and tear on the ladder truck, as well as road damage caused by sustained use of the truck for aid calls. Additionally, the addition of two civilian fire inspectors is important as it City of Tukwila Page 5 of 7 City Council Committee of the Whole Minutes Octoher 13. 2008 would free up the firefighters (currently performing inspections) to perform their primary functions. He would like to see those positions added in the first or second year of the plan. Mr. Robertson also stressed the importance of the training captain position due to the technical nature of firefighting positions. Councilmember Linder offered clarification that, while the City is not utilizing the aid car, the Fire Department has not missed any aid calls. She also conveyed the City has many large projects that require consideration by the Council, and it is important to not consider them in a piecemeal fashion. 6. What is the cost associated with having a full -time aid car and staff? Ms. Verner explained the cost for the nine firefighters (three personnel on each of three shifts) to staff the aid car 24 hours would be $720,000 per year, and that does not include a new aid car. 7. If an increase in the levy lid lift was passed, would the funds received be allocated to the Fire Master Plan only? Ms. Verner indicated the City would be required to specify in the ballot title exactly what the levy increase would fund. Ms. Verner also cautioned the City is not able to use the levy lid lift to reduce the funding for existing items specified in the current budget. 8. If impact fees are implemented, what exactly can the fees collected be used to fund? Ms. Verner indicated the regulations regarding impact fees are that they can only be used toward capital facilities due to new growth, and the City cannot use them for operations and maintenance. 9. Was the Administration's Response to the Fire Master Plan created with input from the Fire Department? Ms. Verner answered in the affirmative. 10. Has consensus been reached between the Fire Department and Administration regarding the Mayor's Recommendations? Ms. Verner indicated, there is consensus between the Mayor, City Administrator and Fire Chief regarding the priority of items proposed. 11. Is there a specific timeframe to adopt the Fire Master Plan, Mayor's Recommendations and Levels of Service Standards? Does the Council have more time to review the costs associated with the Mayor's recommendations? Ms. Verner indicated the objective of the adoption is to have impact fee discussions prior to the end of the year. There is a public hearing scheduled for October 20, 2008. Should the Council require additional review time, that could be determined at the Regular Meeting. 12. Can the ordinance be revised to remove the fourth "WHEREAS," which includes the Mayor's recommendations on the staffing portion? (to be handled as a separate item after review of the budget) Ms. Verner indicated if the Fire Master Plan is adopted without the Mayor's recommendations, the Council would be indicating all the projects listed in the Fire Master Plan would be endorsed and completed in the timeframe listed. Councilmember Robertson expressed the desire to wait on all of this until after the budget is complete. Councilmember Hernandez referenced page 143, the fourth Whereas, wherein the text indicates the recommendations are based on available funding. This caveat indicates the City will not move forward with the plan elements if funding is not available. She is in favor of forwarding the ordinance on for adoption. 13. What issues hinge on the adoption of the Fire Master Plan? Ms. Verner stated that in order to proceed with consideration of impact fees, it is necessary to have an adopted Fire Master Plan. City of Tukwila Page 6 of 7 City Council Committee of the Whole Minutes October 13. 2008 14. Is there a potential for public safety issues by not adopting the Plan? Ms. Verner explained the benefit of the Fire Master Plan is to understand the needs of the department to continue to function and do a better job. Rhonda Berry, City Administrator, commented that putting the aid car in service for a higher percentage of the time would provide an increase in response time (as it is faster than the ladder truck). Chief Olivas indicated that slippage is more likely to occur in the areas of training and fire prevention than in response times. An increase in calls or an annexation could possibly produce a slippage in response times. He concurred with Ms. Berry that having the aid car in service would improve response goals. Ms. Berry referenced the fourth Whereas clause in the ordinance "The Mayor has reviewed and responded to the 2008 Fire Master Plan, specifying phased implementation based on available funding." If we do not adopt the Administration's recommendations, then we have not responded to the Master Plan as the Whereas clause states. Ms. Verner concurred. Mayor Haggerton encouraged the Council to view the bigger picture of what the City is working to accomplish. The master plan is comparable to any operations study in any corporation. It is presented in detail, and it is up to the Council to provide for implementation, as funding is available. Mayor Haggerton indicated that in past years, Tukwila has not taken advantage of funding mechanisms other than the maintenance and operations budget. Funding for capital items has come from maintenance and operations; the City does need other mechanisms to fund capital items. In order to have the discussion of impact fees, the Fire Master Plan needs to be adopted and in place. If the City were to implement impact fees, it would be desirable to have them in place to take effect on January 1, 2009. Councilmember Hernandez reiterated her desire to move this ordinance on for passage, due to the caveat that implementation will only occur if funding is available. 15. Once the ordinance is passed, is it possible to amend the Fire Master Plan? Ms. Verner explained the Council is able to amend the ordinance after acceptance if circumstances have changed. If the intent is not to implement the plan in its entirety at this time, that would need to be clearly addressed. Ms. Verner indicated there is time to delay this for a couple of weeks to allow time for budget discussions. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. h. Comprehensive Plan Amendment Capital Facilities Element. Councilmember Hernandez indicated this item was at the Community Affairs and Parks Committee meeting on September 22, 2008. The committee members were unanimous in recommending approval. The committee discussed whether the Comprehensive Plan Amendment meets the criteria for an emergency. It also preserves the health, safety, and welfare of the public by adding fire services and Levels of Service Standards (LOS) for Fire and Parks into the Capital Improvement Program (CIP) process. The amendment supports the economic well being of the City by meeting the Growth Management Act and establishing a foundation for future discussions on revenue to provide fire and parks services. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. REPORTS a. Mayor Mayor Haggerton attended the dignitaries' special Sound Transit Light Rail ride on October 7, 2008 and the Rotary Luncheon on October 13, 2008. He also indicated the Northfield Car Wash lot has officially been vacated. City of Tukwila Page 7 of 7 City Council Committee of the Whole Minutes October 13 2008 b. City Council Councilmember Hernandez attended the Government Affairs Committee meeting on October 7, 2008. On October 8, 2008 she participated in the World Relief "Walk in My Shoes" Refugee Project, and she attended the October 10, 2008 Southwest King County Chamber luncheon. Councilmember Linder participated in the World Relief "Walk in My Shoes" Refugee Project on October 8, 2008. Councilmember Robertson indicated the Finance and Safety Committee has been researching alternatives relating to animal control issues. Councilmember Griffin attended the Tukwila Children's Foundation Director's meeting on October 9, 2008 and the reception for former Mayor Mullet on October 10, 2008. Mr. Mullet was inducted into Foster High School's National Honor Society Hall of Fame. Councilmember Hougardy attended the Government Affairs Committee meeting on October 7, 2008 and the World Relief "Walk in My Shoes" Refugee Project on October 8, 2008. She also attended the Shoreline Master Program Public Hearing on October 9, 2008. Council President Duffie attended the World Relief "Walk in My Shoes" Refugee Project on October 8, 2008. c. Staff There was no report. d. City Attorney The City Attorney's presence is not required at Committee of the Whole meetings. e. Intergovernmental There was no report. MISCELLANEOUS Councilmember Robertson expressed interest in scheduling a working session with Shelley Kerslake, City Attorney, regarding a refresher course on the differences between quasi judicial and legislative. ADJOURNMENT 10:08 p.m. COUNCIL PRESIDENT DUFFIE DECLARED THE COMMITTEE OF THE WHOLE MEETING ADJOURNED. Joe Dtiffiei Counil President: Melissa Hart, Deputy City Clerk