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HomeMy WebLinkAboutCity Council Committees - Operations - 07/06/1993 r K OPERATIONS COMMITTEE July 6, 1993 COMMITTEE MEMBERS PRESENT: Christi Houser, Chair Leona Orr Jim White STAFF PRESENT: Tony McCarthy, Charlie Lindsey, Sue Viseth, Becky Fowler, Dea Drake, Alana McIalwain, Cheryl Lopez, Cheryl Fraser, Ed Crawford, Lin Ball, Ron Spang, Norm Angelo MEMBERS OF THE PUBLIC: Bill Doolittle, Don McDaniels, Larry Metler, Lorraine Newsome, Diane Willis, Judy Jones, Dick King, Paul Morford, Jean Parietti, and citizens from Harrison House The meeting was called to order at 4:05 p.m. by Chairperson Houser. APPROVAL OF VOUCHERS All claims for the period ending 6/15/93 in the amount of$2,015,012.07, and claims for the period ending 6/30/93 in the amount of$1,595,046.53 were approved. HARRISON HOUSE UPDATE - MINI BUS BID Alana McIalwain, Administration Manager, noted that several people were present to address questions raised by the Committee at the last meeting regarding the Harrison House van. Judy Jones, Assistant to Director of Housing Management/King County, explained that 48 out of 94 units are currently occupied by Kent residents and that top priority is given to the City and then to King County. She noted that 84 units were set aside for the City of Kent and 10 units for King County, but she noted for Doolittle that applications received from Kent residents were quite low from what was expected and that no one from the City who met the criteria was rejected. McIalwain clarified for White that King County contributed $250,000 to the project, and the City of Kent is contributing $6.7 million. White expressed disappointment in that only 48 units are occupied by Kent residents and requested that as units become available that they be given very top priority from the waiting list. Jones explained the uses for the van, that King County would provide upkeep maintenance on it, but that there is no replacement included in their current budget. She noted for Orr that it would be feasible to charge only those using the van. She clarified for the Committee that rents were set to include replacement of such things as stoves, roofs, etc., and that the annual budget for the Harrison House is roughly$250,000. McIalwain explained that placing!#t t proceeds in a main- tenance fund, and placing excess funds in a reserve account to subsidize rt for Kent residents cannot be done, but excess funds can be used to reduce the debt service, according to the Legal Department. McCarthy noted that if the $95,000 contingency funds from the Housing Project was transferred to the debt service fund, it could save the $100,000 home owner a one-time savings of about $.90, but if there were underruns from other items, the savings could be more. He explained that any reserve amounts in the Housing Project Fund should be spent by 1995, and clarified for Orr that requests from the Project are add on items not originally planned at the beginning of the 1 construction. He noted that interest rates generated more revenue than expected and that requests are coming in for expenditures of the money. White suggested exploring the possibility of using the van jointly with the Senior Center. Orr requested that staff bring information back regarding the METRO DART System to see if the service has been expanded to outside of Kent, that a survey of Harrison House citizens be done to see how many are willing to pay for van service, and to check with the Equipment Rental Department to get an estimate of how much it would cost to operate the van. It was the consensus of the Committee to let the current bid due on July 21, 1993 for the van expire, and that staff explore the possibility of a joint use with the Senior Center. Lorraine Newsome, President of the Harrison House Resident Committee, presented the Committee with a wishlist from residents of the Harrison House which included the following: 1) the van; 2) a wheel chair for the lobby to be there at all times; 3) casters on the chairs; 4) countertops for the 2nd and 3rd Floor Laundry Rooms to fold clothes, and an ironing board for each laundry room; 5) card tables and folding padded chairs; 6) a picnic table out in the yard; 7) additional shelving and conference tables and chairs on the 2nd and 4th Floor lounges and libraries; 8) benches in the parking area, and; 9) a covered parking lot. Larry Metler donated a wheelchair, and Houser requested McCarthy to see that everything under $1,000 be done with the funds available. White expressed that he does not want it to result in increased rent payments. SEWERAGE BONDS FINANCING McCarthy explained that the Councilmanic Debt and Voted Bond Issues were recently refinanced, and that the City has been looking into the possibility of refinancing all City debts including the sewerage debt. Dick King, Lehman Brothers, noted that interest rates are quite low and now would be a good opportunity to refinance a significant portion of the original 1986 sewerage issue. He explained that the drainage utility share of one of the LID's could be refinanced. -King noted that the outstanding amount is $374,000 and that sewerage utility revenue bonds can be used to pay off the LID bonds. Upon White's question, King noted that the savings to the City would be a little more than $100,000.00. McCarthy noted that the recommendation is to bring this item along with the appropriate ordinance to the August 3, 1993 Council Meeting for approval. WHITE SO MOVED. Orr seconded and the motion carried 3-0. EMPLOYEE DAY CARE UPDATE Becky Fowler and Dea Drake, Day Care Committee, updated the Committee on the possibility of establishing a City-owned Day Care Facility. Fowler explained that the questionnaire was sent back to interested employees for more input. She noted that 23 children would be eligible for a day care facility in City Hall, and that three site options have been explored as follows: 1) lst Floor - 1/2 Detective Parking for a Play Area which the committee felt would be the most appropriate and cost- effective; 2) Alternative to Police Space Issues lst Floor/Play Area moved to front (estimated remodeling costs - $35,000.00), and; 3) 2nd Floor - Inside Play Area (estimated remodeling costs - $75,000.00). Fowler explained for McCarthy that the $32,000.00 remodeling cost is for bathrooms, a small kitchen, and any other associated remodeling costs for the first floor, and that the play yard costs would include fencing, play equipment, etc. It was the consensus of the Committee, because of safety factors and costs associated with start-up of a day care facility in City Hall, to have the Day Care Committee look into two options of other sites near City Hall and come back with a more specific proposal for: 1) a City-run day care facility, and; 2) a privately-owned and run day care facility. 2 f LAYOFF POLICY Houser noted that the current layoff policy is included in the packet and that if there are any changes to be made to bring them back to the next Committee meeting on 8/3/93. Don Olson, Human Resources Director, noted that the Mayor and Administration do not anticipate any more layoffs for the rest of this year. He noted that the Mayor and Administration feel that this matter should be left to the new, incoming Mayor because it is an Administrative policy. Houser noted that any suggestions should be sent to Don Olson and then brought back to the Committee. REPORT OF THE PERMIT PROCESS CONSULTANT , Fred Wilmeth, consultant from Wheeler Wilmeth Laman, updated the Committee on the progress of establishing an Office of Development Services (ODS). He explained that the focus has been on "functional" alignment or realignment within the organization without the customer becoming a benefactor in the confusion caused by the reorganization. He noted the efforts and priorities to date as follows: 1) the backlog of permit applications have been eliminated; 2) providing customer service focus and tools have begun, and a draft customer service bulletin is being looked at which would allow clients to come in, look at, determine what needs to be done and how to submit the request; 3) Organizing Work Focus (Functional Alignment) has begun, and; 4) the establishment of a basic Management System. Wilmeth noted the activities to date as follows: 1) four functional units have been built which represent the intake, inspection, permanent plan review functions, and a new performing Code Enforcement function to deal on a special case basis; 2) have cleared back- log of applications; 3) working on the establishment of a permit tracking system; 4) looking at optimizing staff; 5) developing customer service materials, making checklists for customers, revising standard handouts to include easy-to-understand language; 6) targeting performance criteria for a three day turn-around time, and; 7) trying to establish some management autonomy by providing some basic training for Administrative functions (how to set-up a budget and deal with personnel issues). He explained the goals as follows: 1) 3-5 "Average" application processing; 2) Introduction of Management Technology; 3) Complete Staffing Changes and Recommendations, and; 4) Develop Realignment Work Responsibilities which mean some duties might shift and that an individual's role and job description would have to be re-evaluated and rectified. McCarthy explained that (a) authorization has been given to hire a Plans Reviewer/Building Inspector, (b)to consolidate three cashiering positions into a single Cashier/Customer Information function, (c) one FTE transfer from Planning to the ODS but remaining in the Planning budget until the workload is analized so that permits which are currently processed in Planning can be put under the ODS, (d)a request for some budget authority which hasn't been authorized yet because of some issues concerning Fire Department management and union efforts, and (e) a request for some basic technology of which Wilmeth is working on with Ron Spang, Information Services Director. MAYOR'S SALARY ADDED ITEM BY HOUSER White noted that his position has not changed and that he cannot support an additional salary for the Mayor's position. WHITE MOVED to reject the proposal of raising the Mayor's salary from $50,000 a year to $75,000 a year. Orr seconded and the motion carried 2-1. The meeting was adjourned at 5:22 p.m. 3 w 4� 3 OPERATIONS COMMITTEE July 6, 1993 COMMITTEE MEMBERS PRESENT: Christi Houser, Chair Leona Orr Jim White STAFF PRESENT: Tony McCarthy, Charlie Lindsey, Sue Viseth, Becky Fowler, Dea Drake, Alana McIalwain, Cheryl Lopez, Cheryl Fraser, Ed Crawford, Lin Ball, Ron Spang, Norm Angelo MEMBERS OF THE PUBLIC: Bill Doolittle, Don McDaniels, Larry Metler, Lorraine Newsome, Diane Willis, Judy Jones, Dick King, Paul Morford, Jean Parietti, and citizens from Harrison House The meeting was called to order at 4:05 p.m. by Chairperson Houser. APPROVAL OF VOUCHERS All claims for the period ending 6/15/93 in the amount of$2,015,012.07, and claims for the period ending 6/30/93 in the amount of $1,595,046.53 were approved. HARRISON HOUSE UPDATE - MINT BUS BID Alana McIalwain, Administration Manager, noted that several people were present to address questions raised by the Committee at the last meeting regarding the Harrison House van. Judy Jones, Assistant to Director of Housing Management/King County, explained that 48 out of 94 units are currently occupied by Kent residents and that top priority is given to the City and then to King County. She noted that 84 units were set aside for the City of Kent and 10 units for King County, but she noted for Doolittle that applications received from Kent residents were quite low from what was expected and that no one from the City who met the criteria was rejected. McIalwain clarified for White that King County contributed $250,000 to the project, and the City of Kent is contributing $6.7 million. White expressed disappointment in that only 48 units are occupied by Kent residents and requested that as units become available that they be given very top priority from the waiting list. Jones explained the uses for the van, that King County would provide upkeep maintenance on it, but that there is no replacement included in their current budget. She noted'for Orr that it would be feasible to charge only those using the van. She clarified for the Ccmiftee that rents were set to include replacement of such things as stoves, roofs, etc., and that the annual budget for the Harrison House is roughly $250,000. McIalwain explained that placing lwftst proceeds in a main- tenance fund, and placing excess funds in a reserve account to subsidize rent for Kent residents cannot be done, but excess funds can be used to reduce the debt service, according to the Legal Department. McCarthy noted that if the $95,000 contingency funds from the Housing Project was transferred to the debt service fund, it could save the $100,000 home owner a one-time savings of about $.90, but if there were underruns from other items, the savings could be more. He explained that any reserve amounts in the Housing Project Fund should be spent by 1995, and clarified for Orr that requests from the Project are add on items not originally planned at the beginning of the 1 P t construction. He noted that interest rates generated more revenue than expected and that requests are coming in for expenditures of the money. White suggested exploring the possibility of using the van jointly with the Senior Center. Orr requested that staff bring information back regarding the METRO DART System to see if the service has been expanded to outside of Kent, that a survey of Harrison House citizens be done to see how many are willing to pay for van service, and to check with the Equipment Rental Department to get an estimate of how much it would cost to operate the van. It was the consensus of the Committee to let the current bid due on July 21, 1993 for the van expire, and that staff explore the possibility of a joint use with the Senior Center. Lorraine Newsome, President of the Harrison House Resident Committee, presented the Committee with a wishlist from residents of the Harrison House which included the following: 1) the van; 2) a wheel chair for the lobby to be there at all times; 3) casters on the chairs; 4) countertops for the 2nd and 3rd Floor Laundry Rooms to fold clothes, and an ironing board for each laundry room; 5) card tables and folding padded chairs; 6) a picnic table out in the yard; 7) additional shelving and conference tables and chairs on the 2nd and 4th Floor lounges and libraries; 8) benches in the parking area, and; 9) a covered parking lot. Larry Metler donated a wheelchair, and Houser requested McCarthy to see that everything under $1,000 be done with the funds available. White expressed that he does not want it to result in increased rent payments. SEWERAGE BONDS FINANCING McCarthy explained that the Councilmanic Debt and Voted Bond Issues were recently refinanced, and that the City has been looking into the possibility of refinancing all City debts including the sewerage debt. Dick King, Lehman Brothers, noted that interest rates are quite low and now would be a good opportunity to refinance a significant portion of the original 1986 sewerage issue. He explained that the drainage utility share of one of the LID's could be refinanced. -King noted that the outstanding amount is $374,000 and that sewerage utility revenue bonds can be used to pay off the LID bonds. Upon White's question, King noted that the savings to the City would be a little more than $100,000.00. McCarthy noted that the recommendation is to bring this item along with the appropriate ordinance to the August 3, 1993 Council Meeting for approval. WHITE SO MOVED. Orr seconded and the motion carried 3-0. EMPLOYEE DAY CARE UPDATE Becky Fowler and Dea Drake, Day Care Committee, updated the Committee on the possibility of establishing a City-owned Day Care Facility. Fowler explained that the questionnaire was sent back to interested employees for more input. She noted that 23 children would be eligible for a day care facility in City Hall, and that three site options have been explored as follows: 1) 1st Floor - 1/2 Detective Parking for a Play Area which the committee felt would be the most appropriate and cost- effective; 2) Alternative to Police Space Issues 1st Floor/Play Area moved to front (estimated remodeling costs - $35,000.00), and; 3) 2nd Floor - Inside Play Area (estimated remodeling costs - $75,000.00). Fowler explained for McCarthy that the $32,000.00 remodeling cost is for bathrooms, a small kitchen, and any other associated remodeling costs for the first floor, and that the play yard costs would include fencing, play equipment, etc. It was the consensus of the Committee, because of safety factors and costs associated with start-up of a day care facility in City Hall, to have the Day Care Committee look into two options of other sites near City Hall and come back with a more specific proposal for: 1) a City-run day care facility, and; 2) a privately-owned and run day care facility. 2 LAYOFF POLICY Houser noted that the current layoff policy is included in the packet and that if there are any changes to be made to bring them back to the next Committee meeting on 8/3/93. Don Olson, Human Resources Director, noted that the Mayor and Administration do not anticipate any more layoffs for the rest of this year. He noted that the Mayor and Administration feel that this matter should be left to the new, incoming Mayor because it is an Administrative policy. Houser noted that any suggestions should be sent to Don Olson and then brought back to the Committee. REPORT OF THE PERMIT PROCESS CONSULTANT , Fred Wilmeth, consultant from Wheeler Wilmeth Laman, updated the Committee on the progress of establishing an Office of Development Services (ODS). He explained that the focus has been on "functional" alignment or realignment within the organization without the customer becoming a benefactor in the confusion caused by the reorganization. He noted the efforts and priorities to date as follows: 1) the backlog of permit applications have been eliminated; 2) providing customer service focus and tools have begun, and a draft customer service bulletin is being looked at which would allow clients to come in, look at, determine what needs to be done and how to submit the request; 3) Organizing Work Focus (Functional Alignment) has begun, and; 4) the establishment of a basic Management System. Wilmeth noted the activities to date as follows: 1) four functional units have been built which represent the intake, inspection, permanent plan review functions, and a new performing Code Enforcement function to deal on a special case basis; 2) have cleared back- log of applications; 3) working on the establishment of a permit tracking system; 4) looking at optimizing staff; 5) developing customer service materials, making checklists for customers, revising standard handouts to include easy-to-understand language; 6) targeting performance criteria for a three day turn-around time, and; 7) trying to establish some management autonomy by providing some basic training for Administrative functions (how to set-up a budget and deal with personnel issues). He explained the goals as follows: 1) 3-5 "Average" application processing; 2) Introduction of Management Technology; 3) Complete Staffing Changes and Recommendations, and; 4) Develop Realignment Work Responsibilities which mean some duties might shift and that an individual's role and job description would have to be re-evaluated and rectified. McCarthy explained that (a) authorization has been given to hire a Plans Reviewer/Building Inspector, (b)to consolidate three cashiering positions into a single Cashier/Customer Information function, (c) one FTE transfer from Planning to the ODS but remaining in the Planning budget until the workload is analized so that permits which are currently processed in Planning can be put under the ODS, (d)a request for some budget authority which hasn't been authorized yet because of some issues concerning Fire Department management and union efforts, and (e) a request for some basic technology of which Wilmeth is working on with Ron Spang, Information Services Director. MAYOR'S SALARY ADDED ITEM BY HOUSER White noted that his position has not changed and that he cannot support an additional salary for the Mayor's position. WHITE MOVED to reject the proposal of raising the Mayor's salary from $50,000 a year to $75,000 a year. Orr seconded and the motion carried 2-1. The meeting was adjourned at 5:22 p.m. 3