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HomeMy WebLinkAboutCity Council Committees - Operations - 10/05/1993 OPERATIONS COMMITTEE October 5, 1993 COMMITTEE MEMBERS PRESENT: Christi Houser, Chair Leona Orr Jim White STAFF PRESENT: Tony McCarthy, Roger Lubovich, Tom Brubaker, Charlie Lindsey, Alana McIalwain, Becky Fowler, Don Olson, May Miller, Tom Vetsch, Tammy McQueeney, Patrice Thorell, Marty Mulholland, Glenn Fellin, Bob Hutchinson, Fred Wilmeth, Raul Ramos MEMBERS OF THE PUBLIC: Jean Parietti, Ray Oneida, Mel Parmenter The meeting was called to order at 4:00 p.m. by Chairperson Houser. APPROVAL OF VOUCHERS All claims for the period ending 9/15/93 in the amount of$1,331,264.80 were approved 3-0, and claims for the period ending 9/30/93 in the amount of$1,330,657.17 were approved 2-1. WATER BILL ADJUSTMENT REQUESTS Tom Vetsch, Customer Services Supervisor, noted that Union Pacific Railroad and the U.S. Post Office of Kent are requesting a one time only adjustment to their water bills for unexplained jumps in consumption. He explained that occasionally a request may occur when water consumption is excessively high in one month where the preceding and succeeding periods were normal, but that these two requests do not fit the current leak adjustment policy of the City because no leaks were located in either case. Vetsch explained the steps taken to resolve the two situations, and noted that Council needs to approve the write-off amounts since the adjustments do not fit the leak adjustment policy (Ordinance No. 2732). He noted that the meters were certified twice to make sure the leaks were not the City's responsibility. The Committee requested that the City Attorney's Office and Customer Services Department come back with options and a recommendation. REPORT OF THE DEVELOPMENT SERVICES DIRECTOR Fred Wilmeth, Interim Director of the Office of Development Services (OD ), reviewed a copy of the product/work schedule which was approved for the ODS Departme , 'and noted that the schedule is focused on completing a series of 22 products over five and one-half months. He noted several of the products which are already on-line, and that the schedule is expected to be completed in the time frames shown. He distributed and explained the status of the Monthly Permit Report for September, 1993. Upon White's question, Bob Hutchinson, Building Official, noted that permits are required for re-roofing a residence and are covered under an appendix to the Building Code. Upon Orr's question, Hutchinson noted that a permit is required because then the City is aware of work going on and can inspect to make sure the job is done right and according to the code. White requested staff to take a closer look at the re-roofing permit issue and come back to the Committee. q BASIC PLAN CHECK FEE POLICY Fred Wilmeth, Interim Director of ODS, noted that the recommendation is for modification to the Kent City Code to allow flexibility in establishing fees, adoption of a resolution to establish a Basic Plan Review Fee/Waiver, and approval to waive fees charged since the Code was modified in 1992. Lubovich explained that when the Uniform Building Codes (UBC) were adopted, the City chose to follow its own schedule which didn't include any plan review fees, but that the Building Department established and utilized one informally. He noted that when the 1991 UBC was adopted in 1992, it didn't allow a waiver policy so the option was eliminated altogether. He clarified that the recommended ordinance is to amend the Code to eliminate the restrictive language, and a resolution to establish fees for building permits. Upon Orr's question, Wilmeth explained that when a new set of plans are brought to the ODS they go through the regular review process, and at the end of the process a developer can elect to register those plans as the Basic Plan, pay $50.00, bring a mylar of the plans approved, and then subsequent plans would be issued. He clarified that the permit fees would not be waived, but just the plan review fees, if requested. WHITE MOVED approval of the Basic Plan Review Fee/Waiver as presented. Orr seconded. McCarthy noted that the recommenda- tion includes the waiver to be retroactive back to July, 1992. IT WAS SO AGREED and the motion carried 3-0. CITY ATTORNEY CONTRACT APPROVAL RESOLUTION Lubovich explained that Councilmember Jim Bennett requested an ordinance be drafted to insure that all contracts are reviewed by the City Attorney's office as to form because any language deviation may cause some exposure, liability or cost to the City. He noted that the term of the contract, ability to terminate it, and the exposure liability are some things which would be carefully examined. He explained that an ordinance was requested, but that, in his opinion, a resolution would be adequate because it's a nice way to do a policy issue on all contracts. WHITE MOVED approval of the resolution. Orr seconded with one addition to the motion which is to make sure that someone cannot do a contract without it going through the right channels. Lubovich clarified that an addition was made to the resolution, with Bennett's approval, that Department Heads execute the contracts so that they can be responsible for them. Orr requested that this resolution be well publicized so that everyone is aware of it. Lubovich suggested that it be mentioned in the Department Head Meetings, and Houser suggested a memo be sent out also. The motion then carried 3-0. LAUNDRY BID Charlie Lindsey, Support Services Manager, explained that the three-year contact for uniforms and linen (all departments except the Public Safety) recently went out to bid, and that Cintas Linen (formerly Marriott Industries) was the low bidder in the amount of $773.76 weekly, or $40,230 annually. He noted that reference checks were made and that staff's recommendation is to award the contract to Cintas Linen, and the Mayor be authorized to sign the contract. WHITE SO MOVED. Orr seconded and the motion carried 3-0. RECLASSIFICATION RECOMMENDATIONS Don Olson, Human Resources Director, explained that 14 reclassification requests were received of which six are being recommended for approval by the Human Resources Department in accordance with City policy 2.2.1. He noted that these requests have been on hold because of downsizing and reorganization, but that the Executive Committee has now authorized the Human Resources Department to move forward with the requests. He explained that a number of positions are covered by collective bargaining agreements which require processing in a timely manner, with the effective date of implementation being November 1, 1993, if approved. Upon White's question, Olson explained how reclasses are generated and handled. He explained for Orr what would happen if these recommended reclassifications were not approved. ORR MOVED to recommend that these changes be made. White seconded and the motion carried 3-0. YANGZHOU MEMORANDUM OF UNDERSTANDING Chief Administrative Officer McCarthy explained that last week representatives from the City of Yangzhou visited the City of Kent with the intent to establish a Sister City Relationship, and that a Memorandum of Understanding was signed. He noted that their main interest was in traffic, and that they were extremely amazed at the five-lane highways. WHITE MOVED approval of the Memorandum of Understanding with the City of Yangzhou, 7angsu, China. Orr seconded and the motion carried 3-0. CABLE TV UPDATE - VERBAL REPORT ONLY Tom Brubaker, Assistant City Attorney, gave a brief update for live broadcasting from City Hall on Cable TV. He noted that TCI is ready to wire City Hall and create a Studio type facility in the Council Chambers with a remote that can be taken out into the field. He explained that some of the lighting improvements originally bargained for were bargained away in order to get quality equip- ment and the flexibility needed, but that the existing lighting would be adequate. He noted that the FCC has re-established a new basic rate of service (basic tier rate) which is lower than what was previously charged by the Cable companies, and even though the franchise agreement brought the City's income up, the new rate regulation will have a downward impact on the rate. Brubaker explained that everything is on track with a live broadcast from City Hall planned for the last Council meeting of the year, but that a request for additional lighting, a cart to move the equipment on, or very minimal things may be requested later. McCarthy noted that this will be a 24-hour station, and the proposal for next year's budget is to fund someone in the Graphics Department at 1/4 time to help with all input, coordinating, arranging, keying in, and developing what is to be put into the system and on this station. Alana McIalwain, Administration Mgr., explained that Cable TV is a rapidly changing field just like computers and in order to do a good job, more time, money and staff may be requested at a later date. Brubaker added that some policies will be developed to help make decisions on what should and should not be allowed on this channel because it will be restricted to government programs only. He also noted that ADA requirements may involve some additional costs. He stated that it can be kept as a small operation or a pretty spectacular one like some of the larger cities, if desired. The meeting was adjourned at 5:15 p.m. OPERATIONS COMMITTEE October 5, 1993 COMMITTEE MEMBERS PRESENT: Christi Houser, Chair Leona Orr Jim White STAFF PRESENT: Tony McCarthy, Roger Lubovich, Tom Brubaker, Charlie Lindsey, Alana Mclalwain, Becky Fowler, Don Olson, May Miller, Tom Vetsch, Tammy McQueeney, Patrice Thorell, Marty Mulholland, Glenn Fellin, Bob Hutchinson, Fred Wilmeth, Raul Ramos MEMBERS OF THE PUBLIC: Jean Parietti, Ray Oneida, Mel Parmenter The meeting was called to order at 4:00 p.m. by Chairperson Houser. APPROVAL OF VOUCHERS All claims for the period ending 9/15/93 in the amount of$1,331,264.80 were approved 3-0, and claims for the period ending 9/30/93 in the amount of$1,330,657.17 were approved 2-1. WATER BILL ADJUSTMENT REQUESTS Tom Vetsch, Customer Services Supervisor, noted that Union Pacific Railroad and the U.S. Post Office of Kent are requesting a one time only adjustment to their water bills for unexplained jumps in consumption. He explained that occasionally a request may occur when water consumption is excessively high in one month where the preceding and succeeding periods were normal, but that these two requests do not fit the current leak adjustment policy of the City because no leaks were located in either case. Vetsch explained the steps taken to resolve the two situations, and noted that Council needs to approve the write-off amounts since the adjustments do not fit the leak adjustment policy (Ordinance No. 2732). He noted that the meters were certified twice to make sure the leaks were not the City's responsibility. The Committee requested that the City Attorney's Office and Customer Services Department come back with options and a recommendati&i. REPORT OF THE DEVELOPMENT SERVICES DIRECTOR Fred Wilmeth, Interim Director of the Office of Development Services (OD4,reviewed a copy of the product/work schedule which was approved for the ODS Depart ,`,and noted that the schedule is focused on completing a series of 22 products over five and one-hslf months. He noted several of the products which are already on-line, and that the schedule is expOcted to be completed in the time frames shown. He distributed and explained the status of the Monthly Permit Report for September, 1993. Upon White's question, Bob Hutchinson,Building Official, noted that permits are required for re-roofing a residence and are covered under an appendix to the Building Code. Upon Orr's question, Hutchinson noted that a permit is required because then the City is aware of work going on and can inspect to make sure the job is done right and according to the code. White requested staff to take a closer look at the re-roofing permit issue and come back to the Committee. 0 BASIC PLAN CHECK FEE POLICY Fred Wilmeth, Interim Director of ODS, noted that the recommendation is for Modification to the Kent City Code to allow flexibility in establishing fees, adol2tion of a resolution to establish a Basic Plan Review Fee/Waiver, and gpproval to waive fees charged since the Code was modified in 1992. Lubovich explained that when the Uniform Building Codes (UBC) were adopted, the City chose to follow its own schedule which didn't include any plan review fees, but that the Building Department established and utilized one informally. He noted that when the 1991 UBC was adopted in 1992, it didn't allow a waiver policy so the option was eliminated altogether. He clarified that the recommended ordinance is to amend the Code to eliminate the restrictive language, and a resolution to establish fees for building permits. Upon Orr's question, Wilmeth explained that when a new set of plans are brought to the ODS they go through the regular review process, and at the end of the process a developer can elect to register those plans as the Basic Plan, pay $50.00, bring a mylar of the plans approved, and then subsequent plans would be issued. He clarified.that the permit fees would not be waived, but just the plan review fees, if requested. WHITE MOVED approval of the Basic Plan Review Fee/Waiver as presented. Orr seconded. McCarthy noted that the recommenda- tion includes the waiver to be retroactive back to July, 1992. IT WAS SO AGREED and the motion carried 3-0. CITY ATTORNEY CONTRACT APPROVAL RESOLUTION Lubovich explained that Councilmember Jim Bennett requested an ordinance be drafted to insure that all contracts are reviewed by the City Attorney's office as to form because any language deviation may cause some exposure, liability or cost to the City. He noted that the term of the contract, ability to terminate it, and the exposure liability are some things which would be carefully examined. He explained that an ordinance was requested, but that, in his opinion, a resolution would be adequate because it's a nice way to do a policy issue on all contracts. WHITE MOVED approval of the resolution. Orr seconded with one addition to the motion which is to make sure that someone cannot do a contract without it going through the right channels. Lubovich clarified that an addition was made to the resolution, with Bennett's approval, that Department Heads execute the contracts so that they can be responsible for them. Orr requested that this resolution be well publicized so that everyone is aware of it. Lubovich suggested that it be mentioned in the Department Head Meetings, and Houser suggested a memo be sent out also. The motion then carried 3-0. LAUNDRY BID Charlie Lindsey, Support Services Manager, explained that the three-year contract for uniforms and linen (all departments except the Public Safety) recently went out to bid, aid that Cintas Linen (formerly Marriott Industries) was the low bidder in the amount of $773.70 weekly, or $40,230 annually. He noted that reference checks were made and that staffs recommendation is to award the contract to Cintas Linen, and the Mayor be authorized to sign the contract. WHITE SO MOVED. Orr seconded and the motion carried 3-0. RECLASSIFICATION RECOMMENDATIONS Don Olson, Human Resources Director, explained that 14 reclassification requests were received of which six are being recommended for approval by the Human Resources Department in accordance with City policy 2.2.1. He noted that these requests have been on hold because of downsizing and reorganization, but that the Executive Committee has now authorized the Human Resources Department to move forward with the requests. He explained that a number of positions are covered by collective bargaining agreements which require processing in a timely manner, with the effective date of implementation being November 1, 1993, if approved. Upon White's question, Olson explained how reclasses are generated and handled. He explained for Orr what would happen if these recommended reclassifications were not approved. ORR MOVED to recommend that these changes be made. White seconded and the motion carried 3-0. YANGZHOU MEMORANDUM OF UNDERSTANDING Chief Administrative Officer McCarthy explained that last week representatives from the City of Yangzhou visited the City of Kent with the intent to establish a Sister City Relationship, and that a Memorandum of Understanding was signed. He noted that their main interest was in traffic, and that they were extremely amazed at the five-lane highways. WHITE MOVED approval of the Memorandum of Understanding with the City of Yangzhou, 7angsu, China. Orr seconded and the motion carried 3-0. CABLE TV UPDATE - VERBAL REPORT ONLY Tom Brubaker, Assistant City Attorney, gave a brief update for live broadcasting from City Hall on Cable TV. He noted that TCI is ready to wire City Hall and create a studio type facility in the Council Chambers with a remote that can be taken out into the field. He explained that some of the lighting improvements originally bargained for were bargained away in order to get quality equip- ment and the flexibility needed, but that the existing lighting would be adequate. He noted that the FCC has re-established a new basic rate of service (basic tier rate) which is lower than what was previously charged by the Cable companies, and even though the franchise agreement brought the City's income up, the new rate regulation will have a downward impact on the rate. Brubaker explained that everything is on track with a live broadcast from City Hall planned for the last Council meeting of the year, but that a request for additional lighting, a cart to move the equipment on, or very minimal things may be requested later. McCarthy noted that this will be a 24-hour station, and the proposal for next year's budget is to fund someone in the Graphics Department at 1/4 time to help with all input, coordinating, arranging, keying in, and developing what is to be put into the system and on this station. Alana McIalwain, Administration Mgr., explained that Cable TV is a rapidly changing field just like computers and in order to do a good job, more time, money and staff may be requested at a later date. Brubaker added that some policies will be developed to help make decisions on what should and should not be allowed on this channel because it will be restricted to government programs only. He also noted that ADA requirements may involve some additional costs. He stated that it can be kept as a small operation or a pretty spectacular one like some of the larger cities, if desired. The meeting was adjourned at 5:15 p.m.