Loading...
HomeMy WebLinkAboutCity Council Committees - Operations - 12/04/1989 0 i OPERATIONS COMMITTEE MINUTES December 4, 1989 COUNCIL MEMBERS PRESENT: Christi Houser pEC 219ag Paul Mann Y OF Steve Dowell G1"� �'�� tC Jim White G� STAFF PRESENT: Ed Chow Jim Hansen Tony McCarthy Don Olson Carolyn Lake Alana McIalwain Laurie Murray Priscilla Shea Tom Vetsch Teri Mertes APPROVAL OF VOUCHERS All claims for the period ending November 30, 1989 in the amount of $1,003,120.70 were approved for payment. CHANGE FUND ORDINANCE UPDATE Finance Director McCarthy explained to the Committee that per the request of the State Auditor's Office he had formalized and updated various city cash accounts, including the elimination of the $6, 000 advance travel account since we are now using credit cards. These accounts are needed to provide minimum cash at city facilities and for other purposes for which the city's main bank account is not timely enough or appropriate. Amounts in these accounts are kept at a minimum as good business practice would suggest, but sufficient leeway is provided for peak or emergency uses with proper approval. Eight separate ordinances have been created. The Operations Committee recommended these to Council by a vote of 3-0. CENTENNIAL BUILDING BUDGET AUTHORIZATION Assistant City Administrator Hansen discussed with the Committee the sale of City land to Sound Ventures for construction of the Centennial Building. The purpose of this meeting was to inform the Committee of anticipated expenditures from the proceeds of the land sale, so that a budget appropriation could be made. Amounts have been discussed as part of the CIP update process this summer but were not included in the final CIP. The revenue from this sale was to amount to approximately $550,000 and be spent as follows: Centennial Building furniture and equipment $250, 000 City Hall Space Needs Study 50, 000 Future remodel of city hall space to accommodate - 0 0 move of departments (within the building) : 250, 000 $550, 000 Just prior to the meeting Hansen noted that he received a letter from Sound Ventures noting that the sale would only generate $425,497 since the building was moved farther west less land was needed. This will reduce the amount available for remodeling to 125,497. With respect to the furniture selection Hansen noted that a committee of 3 people, one each from public works, planning and building, was established to research and analyze the furniture and equipment needs. After looking at various products it was decided that partitions were the most important item to set the tone of the office layout. Mid grade partitions will cost between $125, 000 and $250,000, the later being the full amount budgeted for furniture. Councilmember Dowell questioned the fact that the appraisal on the property was done over 1 year ago and the city still hasn't received payment. He then requested a copy of the Purchase and Sales agreement and a 1 page review of the Centennial Building project on what's been happening and where the city stands now. Councilmember White commented that he voted for this office space based on the fact that it would be a one stop permit center on one floor. He said this was the first he heard of the space now being on 2 floors, which he felt defeats the original concept. He requested the Council be informed more often in the future. White also felt the city should get the best deal possible for citizens and questioned the sale of city land being $5.79 per square foot and the church land being $9.00 per square foot. Hansen responded that since the city negotiated its price first the church had the upper hand in obtaining a higher price. He also noted that he had not been involved in the original negotiations but in knowing what he knows now he definitely would change the process and said in the future the City should tie down procedures detailing expectations and updates. Councilmember Mann expressed concern that this initial transaction was supposed to lead to other business negotiations with the private sector and hoped that any problems won't discourage others. No recommendation came out of the meeting. OTHER ITEMS ADDRESSED Assistant City Administrator Hansen informed the committee that the new library construction is to begin in early 1990 after going to bid January 1990. Currently the perma frost and heating oil is being removed from the ground. Executive Assistant McIalwain presented pictures from the recent trip to Kherson USSR. She also presented the sister city agreement which was signed on Thanksgiving day, and the flag representing Soviet Union. She mentioned it was an experience she will never forget, different than she expected. She invited the Council Members up to Administration to view the pictures and other memorabilia. Interim Personnel Director Olson presented a proposal to expand the pay ranges of the Fire Chief, Parks Director and Public Works Director due to their unique duties and service provided to outlining areas and districts in addition to the city. He mentioned the prior misconception when this was talked about previously and emphasized that this is not a raise but the flexibility to offer a higher range and promote based on performance. He felt the 3 above positions should be recommended to City Administrator Level or the creation of a new level 1A. Olson based his data on Washington City and County data of city's equaling the city of Kent plus other district populations which total approximately 100,000. The Councilmembers requested further data and information on this issue for review then address it at a Council meeting and have a public airing. OPERATIONS COMMITTEE MINUTES December 4, 1989 COUNCIL MEMBERS PRESENT: Christi Houser pEC 2198g Paul Mann Steve Dowell �� �yCC. Jim White �1 � STAFF PRESENT: Ed Chow Jim Hansen Tony McCarthy Don Olson Carolyn Lake Alana McIalwain Laurie Murray Priscilla Shea Tom Vetsch Teri Mertes APPROVAL OF VOUCHERS All claims for the period ending November 30, 1989 in the amount of $1, 003, 120.70 were approved for payment. CHANGE FUND ORDINANCE UPDATE Finance Director McCarthy explained to the Committee that per the request of the State Auditor's Office he had formalized and updated various city cash accounts, including the elimination of the $6, 000 advance travel account since we are now using credit cards. These accounts are needed to provide minimum cash at city facilities and for other purposes for which the city's main bank account is not timely enough or appropriate. Amounts in these accounts are kept at a minimum as good business practice would suggest, but sufficient leeway is provided for peak or emergency uses with proper approval. Eight separate ordinances have been created. The Operations Committee recommended these to Council by a vote of 3-0. CENTENNIAL BUILDING BUDGET AUTHORIZATION Assistant City Administrator Hansen discussed with the Committee the sale of City land to Sound Ventures for construction of the Centennial Building. The purpose of this meeting was to inform the Committee of anticipated expenditures from the proceeds of the land sale, so that a budget appropriation could be made. Amounts have been discussed as part of the CIP update process this summer but were not included in the final CIP. The revenue from this sale was to amount to approximately $550,000 and be spent as follows: Centennial Building furniture and equipment $250, 000 City Hall Space Needs Study 50, 000 Future remodel of city hall space to accommodate 0 move of departments (within the building) : 250, 000 $550, 000 Just prior to the meeting Hansen noted that he received a letter from Sound Ventures noting that the sale would only generate $425,497 since the building was moved farther west less land was needed. This will reduce the amount available for remodeling to 125,497. With respect to the furniture selection Hansen noted that a committee of 3 people, one each from public works, planning and building, was established to research and analyze the furniture and equipment needs. After looking at various products it was decided that partitions were the most important item to set the tone of the office layout. Mid grade partitions will cost between $125, 000 and $250,000, the later being the full amount budgeted for furniture. Councilmember Dowell questioned the fact that the appraisal on the property was done over 1 year ago and the city still hasn't received payment. He then requested a copy of the Purchase and Sales agreement and a 1 page review of the Centennial Building project on what's been happening and where the city stands now. Councilmember White commented that he voted for this office space based on the fact that it would be a one stop permit center on one floor. He said this was the first he heard of the space now being on 2 floors, which he felt defeats the original concept. He requested the Council be informed more often in the future. White also felt the city should get the best deal possible for citizens and questioned the sale of city land being $5.79 per square foot and the church land being $9.00 per square foot. Hansen responded that since the city negotiated its price first the church had the upper hand in obtaining a higher price. He also noted that he had not been involved in the original negotiations but in knowing what he knows now he definitely would change the process and said in the future the City should tie down procedures detailing expectations and updates. Councilmember Mann expressed concern that this initial transaction was supposed to lead to other business negotiations with the private sector and hoped that any problems won't discourage others. No recommendation came out of the meeting. OTHER ITEMS ADDRESSED Assistant City Administrator Hansen informed the committee that the new library construction is to begin in early 1990 after going to bid January 1990. Currently the perma frost and heating oil is being removed from the ground. Executive Assistant Mclalwain presented pictures from the recent trip to Kherson USSR. She also presented the sister city agreement which was signed on Thanksgiving day, and the flag representing Soviet Union. She mentioned it was an experience she will never forget, different than she expected. She invited the Council a uw a..n"+• 0 0 Members up to Administration to view the pictures and other memorabilia. Interim Personnel Director Olson presented a proposal to expand the pay ranges of the Fire Chief, Parks Director and Public Works Director due to their unique duties and service provided to outlining areas and districts in addition to the city. He mentioned the prior misconception when this was talked about previously and emphasized that this is not a raise but the flexibility to offer a higher range and promote based on performance. He felt the 3 above positions should be recommended to City Administrator Level or the creation of a new level 1A. Olson based his data on Washington City and County data of city's equaling the city of Kent plus other district populations which total approximately 100,000. The Councilmembers requested further data and information on this issue for review then address it at a Council meeting and have a public airing.