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HomeMy WebLinkAboutCity Council Committees - Operations - 05/28/1991 OPERATIONS COMMITTEE MINUTES May 28, 1991 COUNCIL MEMBERS PRESENT: Christi Houser, Chair, Operations Committee Jon Johnson, Operations Committeemember Paul Mann, Operations Committeemember Judy Woods Steve Dowell Leona Orr STAFF PRESENT: Dan Kelleher, Mayor Lin Ball Ed Chow Rose Grabert Jim Hansen Roger Lubovich Tony McCarthy Kelli O'Donnell Alice Shobe Janet Shull Don Wickstrom MEMBERS OF THE PUBLIC: Dean Chaussee Tom Harader Morgan Llewellyn The meeting was called to order at 4:50 p.m. by Chairperson Christi Houser. Approval of Vouchers All claims for the period ending May 15, 1991 were approved for payment in the amount of$2,214,471.87. Joint Use Reservoir Equity Purchase Public Works Director Wickstrom requested authorization for the final purchase agreement for Water District 111's equity in the Joint Use Reservoir. The actual purchase price is$664,202.67 which is$60,000 over the 1991 budget due to cost escalations from the cost of living index in accordance with the letter of understanding. This will be covered by a transfer from the unencumbered water fund. Committeemember Mann MOVED to authorize the final purchase agreement for Water District I I I's equity in the Joint Use Reservoir. Committeemember Johnson SECONDED the motion which passed with a vote of 3-0. The item was forwarded to the Consent Calendar of the next City Council Meeting. Golf Operational Audit Finance Director McCarthy reviewed with the Committee proposals received from the Golf Operational Audit Request for Proposal. McCardWs rating had changed from his original rating following phone interviews which resulted in Golf Investment Advisors being his top rated proposal. The majority of the ' 1 Operations Committee Minutes May 28, 1991 proposals were from Florida firms including the Golf Investment Advisors whose proposal included$4,000 for travel. McCarthy reviewed the Cash Investment Report with the Committee for Fund 480 - Golf Complex Fund as of May 22, 1991. Currently the Golf Complex fund is -$761,973.26. The authorized line of credit is $700,000. Debt service transfers of interest have been changed to monthly to give a more accurate picture. 1991 hasn't started off well because of the rainy season at the beginning of the year which will hopefully improve during the remainder of 1991. McCarthy felt that any improvements suggested by the consultant could quickly offset the cost of the audit. The Parks Committee had been canceled so Operations Committee was the first committee to discuss the recommendation. Committeemember Johnson asked the cost of the audit. McCarthy responded $16,500. Assistant City Administrator Hansen pointed out the main purpose of the audit was to justify the assignment of debt to the golf course budget. Chairperson Houser noted that$700,000 was to big of a gap to overlook. A professional audit would be dollars well spent. Committeemember Johnson asked where the funding for the audit would come from. McCarthy answered that had not been determined. Options included the Golf Course Operations or remaining Management Study budget Committeemember Mann made a motion to endorse Finance director McCardWs recommendation for the consultant. Committeemember Johnson SECONDED the motion which passed with a vote of 3-0. During further discussion Parks Committee Chair Dowell requested that Parks Committee have the option to pick the source of funding the audit. It was further decided that the matter would go to the Parks Committee for review before going to the full City Council. DAWN Confidential Shelter Program Janet Shull reviewed with the Committee the DAWN emergency request for funding received by the Kent Human Services Commission on April 23, 1991. DAWN requested$30,000 in matching funds from the City for purchase of a confidential shelter for battered women and children. They had received over$200,000 from the County and State which left a shortfall of $30,000. Currently there is no such shelter in our community and only 38 beds in King County with a need of over 12,000. The Kent Human Services Commission recommended that a$30,000 emergency allocation be made. The Council Planning Committee recommended approval of a minimum of$10,000 be granted. The Roundtable made domestic abuse a priority in 1990. DAWN is also requesting matching funds from other cities. Since the shelter will be located in Kent, it is critical that matching funds from the City be granted. One of the large grants from the County Housing Opportunity fund stipulates that matching funds be received from the city in which it is located. Chairperson Houser stated that since this had not been included in the 1991 budget, $10,000 was the maximum the Operations Committee could recommend with the current financial situation of the City. Committeemember Mann MOVED the Operations Committee recommend approval of $10,000 matching funds to DAWN,Committeemember Johnson SECONDED the motion McCarthy recommended funding from the General Fund, the motion passed with a vote of 3-0 to be placed on the Consent Calendar. Severe Weather Emergency Shelter Program Allocation 2 M i 0 Operations Committee Minutes May 28, 1991 Alice Shobe informed the Committee that in February the Planning Committee had asked the Human Services Commission to evaluate the Severe Weather Emergency Shelter Program and,make a funding recommendation to maintain the emergency shelter program throughout the remainder of 1991. The review resulted in a recommendation for $2,500 of additional funding on a contingency basis. These dollars would be used at the end of 1991 if needed. The weather bureau foresees a continuation of the three year trend of extreme cold. Committeemember Mann MOVED to recommend approval of an emergency allocation of$2,500 to Catholic Community Services as a contingency fund to continue the Severe Weather Emergency Shelter Program through the remainder of 1991 Committeemember Johnson SECONDED the motion which passed with a vote of 3-0. The item will be placed on the Consent Calendar of the next City Council meeting. Senior Housing Preliminary Agreement Assistant City Administrator Hansen reviewed with the Committee an outline for a presentation on the Kent Senior Housing Project and introduced Mayor Kelleher. Mayor Kelleher reviewed with the Committee the process used in developing the project. The process was not the traditional municipal facility site development process where the project is bid out and awarded to the lowest bidder. Instead, a competitive negotiation process using a Request for Proposal (RFP) was used. The advantage of that process is the compression of time by choosing a total project as apposed to a site selection then a developer,etc. The disadvantage is the site and developer are already combined for the proposal to the City which has the possibility of having a site you like and a developer you don't, etc. Kelleher explained the technical specifications were set in the RFP which all proposals were required to comply with. The performance specifications were more flexible and were what the proposal was rated on. The performance specifications were the experience and reputation of the development team, quality of the site location and the building design. These criteria were arrived at using the input of the senior housing committee. The senior housing committee was reconvened to rate the proposals. All previous members were reappointed and council was invited to join. The senior housing committee reviewed the proposals, heard presentations from the proposers and then rated the proposals. The number one ranked proposal was the first to try to negotiate an agreement with Administration. The Bellewood Corporation and Tom Harader architects were negotiated with to arrive at a tentative agreement. The process as set out in the RFP stipulates that if an agreement is not reached with the number one proposer, Administration will attempt to negotiate with the number two proposer. The City Council has the option of accepting the preliminary agreement with the number one proposer,or throwing the process out and establishing a new process. Kelleher hoped the last wouldn't happen. The advantage of quickness can be seen in Renton's senior housing project. They began a year or tWoprevious to the City of Kent and are still in site zoning. City Attorney Lubovich reviewed with the Committee the Housing Cooperation,lam , ,, , t. This agreement will establish the City's responsibility to build and develop the housing and tloi , fer it to the King County Housing Authority. The project would convey back to the City if the How Authority ceased operation or if the City established its own housing authority. Lubovich then reviewed the Preliminary Agreement with the Committee which is actaally an agreement to agree. By authorizing this agreement the Committee will be accepting the development, developer and project. Once approved Administration will finish negotiations and present a fiiml, agreement to City 3 *.46 • Operations Committee Minutes May 28, 1991 Council when reached. The agreement with the Housing Authority is requested to be passed by ordinance. Councilman Dowell asked about the requirements for senior admission to the housing project. Would it be for seniors with an income of 50% or 80% of the median income and if the seniors owned property would that count as part of their income. Mayor Kelleher replied that only interest received from assets would be counted as income. Seniors with an income that is 80% of the median would be allowed to reside in the project with preference being given to seniors with an income of 50% or lower. Councilman Dowell inquired about the appliances in the units. He also asked if arbitration would be more acceptable to the City than going through the Superior Court system if a disagreement arose. City Attorney Lubovich stated that the length of time needed to go through litigation worked to the City's benefit also. Further discussion followed on the benefits of arbitration versus litigation. Committeemember Mann asked Assistant City Attorney Morris to look at tenant rights and retirement homes for him. He then MOVED to recommend acceptance of the Housing Cooperation Agreement. Committeemember Johnson SECONDED the motion and asked if the median income had been determined yet. Kelleher requested that City Attorney Lubovich check which appliances were included and that the Support Services Committee check the median income. The motion was then voted on and passed with a vote of 3-0. Assistant City Administrator Hansen then introduced Morgan Llewellyn from Rasmussen and Associates to the Committee. Mr. Llewellyn explained his role as part of the development team. His services were retained by the developer for site selection and control. Mr. Llewellyn noted the importance of the right developer for a project. The team of the Bellewood Corporation, developer, and the Harader Mebust Group, Inc, architect, have the experience of 38 senior housing projects and 13 turnkey projects together. They recently built 11 out of 14 turnkey projects for the Seattle Housing Authority. One of the benefits of a turnkey project is that no dollars will be paid until the City is satisfied with the completion of the project. This puts the burden on the developer to complete the project in a timely manner. This team has demonstrated the ability to develop and deliver a turnkey project. Mr. Llewellyn then introduced Dean Chaussee, President of the Bellewood Corporation. Mr. Chaussee informed the Committee that he had worked with Mr.Harader of the Harader Mebust Group since the early 1970's. He personally had over thirty-one years experience in the area. Tom Harader, President of the Harader Mebust Group has been involved in senior and special need housing since 1963. He has completed over 50 projects and 5,000 units of senior housing. Mr. Harader outlined the process they had gone through in developing their proposal and their goal to provide the most and best senior housing to the City of Kent. Committeemember Mann asked about the size of the parking stalls. Mr. Harader informed him that the stalls were 9 x 19 with an aisle 26 feet wide which is suitable for large cars. Coanmitteemember Mann asked if 92 stalls were provided. Mr. Harader replied that 49 were provided which Is over what the RFP required and should be more then adequate for the senior population of the housing. Suzette Cook from the Chamber of Commerce asked what criteria was used for the site selection. The Chamber Board has some concerns about the growth of the commercial center. Mr.Hader felt that senior housing usually did well in the urban core. In addition, the RFP requested that the housing be in the urban core. This site was the best location to achieve the maximum amount of housing with the most open space. 4 ,r fi Ilk. •-r Operations Committee Minutes May 28, 1991 Mayor Kelleher added that the specifications delineation had been developed through public meetings by the Senior Housing Committee last year. Some of the criteria included: enhancement of the neighborhood, closeness of services,City owned property,and maximum parking. The site was rated with a numeric value of 350 points with the development team and the design each being rated with a maximum of 300 points so the site was weighted higher then the other two criteria. After further discussion,Councilman Dowell asked if a traffic study had been completed for 4th and Smith. Mr. Harader replied that the SEPA review had shown a preliminary recommendation of non-significance which estimated 39 cars at peak hours. Committeemember Johnson asked if noise levels had been checked. Assistant City Administrator Hansen noted that SEPA requirements determined setbacks and layout. All eleven of the proposed sites were on busy streets due to their location in downtown. After further discussion, Mr. Harader stated he was pleased to be rated as the number one proposer. Janet Shull of the Planning Department presented the Framework for a Support Services Package to the Committee. This is an outline of services that could be provided depending on the finance issues and the need. Lin Ball was appointed Chair of the Support Services Committee to develop a package for the senior housing project. A host of support services were looked at and the Support Services Committee developed this framework of services to look at. Some of the services outlined include: Meals,Laundry and personal care services. This framework will be studied in further depth to determine the cost associated with the services which may determine feasibility. The final package will be determined over the next month or two so services will be available when the first seniors move in. Further discussion followed on the age of seniors who will reside in the project. Committeemember Mann MOVED to endorse the Framework for a Support services Package. Committeemember Johnson SECONDED the motion which passed with a vote of 3-0. Committeemember Johnson MOVED to recommend approval of the Preliminary Agreement and authorize Administration to negotiate a Contract of Sale to bring back to the City Council. Committeemember Mann SECONDED the motion which passed with a vote of 3-0. Mayor Kelleher thanked the Councilmembers present for coming in to hear the presentation. Committeemember Mann asked the City Attorney to draft an ordinance requiring dimensions of parking stalls. Lin Ball stated that City Code did state requirements but not for covered parking. Assistant City Administrator Hansen added that the Planning Director was aware of the situation. Chairperson Houser adjourned the meeting at 7:05 p.m. 5