HomeMy WebLinkAbout05-15-2017 SPECIAL CITY COUNCIL MEETING (3)Special City Council Meeting
May 15, 2017 - 6:00 PM
$20 Car Tab Fee Ad Hoc - City Hall
AGENDA
I. CALL TO ORDER
II. CONSENT AGENDA
All matters listed on the Consent Agenda are considered by the City Council to be
routine and will be enacted by one motion in the form listed.
A. Minutes for the May 1, 2017 Speical City Council Meeting*
III. DISCUSSION ITEMS
A. Full Spectrum of Issues Regarding the $20 Car Tab Fee*
IV. ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City
website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are
available for review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 1 of 13
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes for the May 1, 2017 Speical City Council Meeting
Date:
May 11, 2017
Department:
Administration
Attachments:
5-1-2017 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:May 15, 2017 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 13
Page 1
CAR TAB AD HOC COMMITTEE
MEETING MINUTES
May 1, 2017 6:00 PM
I. CALL TO ORDER
Deputy Mayor Wales called the meeting to order at 6:00 p.m. in the
Council Chambers, Auburn City Hall.
A. Roll Call
Ad hoc Committee members present: Deputy Mayor Largo Wales,
ex officio; Bill Peloza, Claude DaCorsi, and Bob Baggett.
Mayor Nancy Backus, Councilmember Wagner, and
Councilmember Trout-Manuel were in attendance, and the
following department directors and staff members were present:
City Attorney Dan Heid, Assistant Director of Engineering
Services/City Engineer Ingrid Gaub, Community Development and
Public Works Director Kevin Snyder, Police Chief Bob Lee,
Innovation and Technology Director Paul Haugan, Human
Resources and Risk Management Director Rob Roscoe, Parks,
Arts and Recreation Director Daryl Faber, Finance Director Shelley
Coleman, Dana Hinman, James Webb, and City Clerk Danielle
Daskam.
II. CONSENT AGENDA
A. Minutes of the April 24, 2017 Ad Hoc Committee Meeting
Councilmember Peloza moved and Councilmember Baggett
seconded to accept the consent agenda.
MOTION CARRIED UNANIMOUSLY. 4-0
III. COUNCIL AD HOC COMMITTEE DISCUSSION ITEMS
A. Discussion of the Full Spectrum of Issues Regarding the $20
Car Tab Fee
CA.A Page 3 of 13
City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 1, 2017
Page 2
Assistant Director Gaub reviewed the Pavement Condition Index
(PCI), she state the PCI is the ranking the City uses to determine
the condition of a street. She explained preservation of a street
over rebuilding the street. She stated the City has budgeted $2
million a year for the local street system. This will allow the City to
maintain the local street system with a PCI of 70. The deficit in
funding is related to arterials and collectors streets. The City has
approximately 100 miles of arterial and collector streets with
average PCI of 55. The goal is a PCI of 70. Assistant Director
Gaub reviewed several scenarios of funding over a 20 year period.
She stated if the City continues to fund the arterials and collector
streets at the current level of $2 million a year for the next 20 years
the PCI level drops to 49. If the City funds an additional $800,000
per year over the next 20 years the PCI will be at 53, keeping the
streets approximately the same as they are today. If the City funds
an additional $3.7 million over a 20 year period the PCI would be
64. If the City funds an additional $4.5 million over a 20 year period
the PCI would be 66 and if the City funds an additional $5 million
over a 20 year period the PCI would be 70. The City would also
need additional resources to support the additional workload. The
City assumes a need to hire an additional 4 FTE’s and it taking 2-3
years to ramp up.
Deputy Mayor Wales stated the ad hoc committee is looking for
sustainable funding and not one time funding. It will take time to
build up staff and projects. The Council can work on securing
additional sustainable funding over the next two years.
Assistant Director Gaub clarified the CPI of 70 was set by Council
when the Street Preservation Program was started. If Council
wanted to change the CPI goal that would change the funds
needed to achieve the goal.
Councilmember DaCorsi wants the roads as passable. He would
like to determine the CPI that will give the City the longest use for
the least amount of money.
Councilmember Baggett asked if the City has the $7 million to fund
the work for 2017 and is able to staff the work with currently, why
would they need an additional 4 FTEs. Assistant Director Gaub
stated these projects were not designed and built in one year. If the
City adds an additional $5 million a year in funding there will need
to be additional staff to work the projects. The 4 FTEs is only an
estimate.
CA.A Page 4 of 13
City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 1, 2017
Page 3
Director Coleman stated REET 1 funds are not generally used for
streets they are primarily used for debt services for items like the
community center, structural repairs, city hall remodel, city hall roof
replacement (2018), city hall exterior structural repairs (2018),
parks property acquisition and the M&O vehicle bay maintenance.
Councilmember Peloza stated he is concerned about spending
funds on acquiring additional park property when the City need
funds for roads. He would like to have a key for the budget that
shows funds that are not currently allocated.
Deputy Mayor Wales asked why the maintenance of City property
is not a part of the budget. Director Coleman stated the City does
not have a replacement fund for general facilities and streets.
DaCorsi questioned if a portion of the fees paid at the golf course
could be allocated to pay for maintenance of the golf course.
Director Coleman stated the golf course was previously an
enterprise fund. It is now a part of the General Fund all of the
revenue generated at the golf course is deposited into the general
fund and the maintenance for the facility is taken from the general
fund.
Councilmember DaCorsi requested additional information on the
City Hall exterior project.
Councilmember Peloza suggested scrubbing 2017-2018 budget.
He would like a detail on each item describing what the funds are
designated for and if they have already been spent.
Deputy Mayor Wales questioned the Traffic Impact Fees. Director
Coleman stated the Traffic Impact Fees in question are for a four
block area downtown where the City Council exempted the
developer from having to pay Traffic Impact Fees. These funds
reserved are to pay the Traffic Impact Fees that the developer did
not have to pay due to the exemption.
Councilmember Baggett requested the Directors provide the
committee options on cutting their budgets to reallocate funds to
the street preservation project. Director Coleman stated the
directors have meet and have some questions they need answered
to be able to provide the committee with proposed cuts. Director
Snyder stated the department directors are challenged to give the
committee the answers they have requested without further
direction from the committee.
CA.A Page 5 of 13
City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 1, 2017
Page 4
Deputy Mayor Wales asked why the 2017-2018 Budget was
presented to Council with a $5 million deficit. Director Coleman
stated this has been an unfunded need for a long time. There City
has allocated 1% of the utility taxes toward street preservation.
That is not sufficient funding for the need. The State Legislature
has provided jurisdictions with the resource of the Transportation
Benefit District so they can be responsible for their own
maintenance of the city streets. Director Snyder stated the street
maintenance has been on ongoing issue. The City has been
attempting to find solutions for some time unfortunately since there
has been a drastic increase in population and vehicles on the roads
the problem is becoming critical at a faster pace than before. He
stated all jurisdictions in the region are dealing with the same
issues.
IV. ADJOURNMENT
There being no further business, the meeting adjourned at 6:57p.m.
APPROVED THIS 15th DAY OF May, 2017.
Deputy Mayor Wales, Chair Shawn Campbell, Deputy City Clerk
CA.A Page 6 of 13
City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 1, 2017
Page 5
CA.A Page 7 of 13
AGENDA BILL APPROVAL FORM
Agenda Subject:
Full Spectrum of Issues Regarding the $20 Car Tab Fee
Date:
May 9, 2017
Department:
Finance
Attachments:
REET Status
Street funding
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
The ad hoc committee requested a status of the REET 1 and REET 2 projects at the
April 24 meeting. Attached is a status, provided by the directors of Parks, CDPW,
Facilities and Finance, of each project and/or funding use.
Information on the City Hall exterior project:
The project will repair the cracks and other structural deficiencies on the exterior of the
building. There is not a defined scope of work yet, it is work that is on the long term
matrix of scheduled building maintenance. Scope is currently being defined. The
timeline for the work is not definite for 2017.
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:May 15, 2017 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 8 of 13
STATUS OF REET 1 AND REET 2 BUDGETS
AS OF 4/30/17
Project
Decision
Package
Budgeted
2017
Budgeted
2018
2017
Expended
to Date
2017
Committed
2017
Balance Notes
REET 1:
gpbd13 125,000 - - 125,000 Will negotiate with new owner, 50% matching grant from King County.
REET 2:
gcbd02 133,000 30,000 - 133,000 Artist call is active, due 5/24; artist contract to follow.
gpbd08 20,000 - - 20,000 Not started (parking lot drainage phase 1).
gpbd11 25,000 150,000 - 25,000 2017 Master Plan (not started); 2018 construction.
gpbd16 - 100,000 - Parking lot drainage phase 2, scheduled for 2018.
GLF.0029 33,000 - - 5,000 28,000 Under contract with design; construct in Fall.
GLF.0030 - 27,000 - - Scheduled for 2018.
GLF.0031 30,000 30,000 - 20,000 10,000 Underway.
GLF.0032 12,000 - 10,931 1,069 Completed.
GLF.0033 45,000 - - 45,000 In design; needed for GLF 29,30,31.
TOTAL PARKS 423,000 337,000 10,931 25,000 387,069
REET 2:
C/F M Street SE Storm Improvement Project cp1511 131,750 - - 131,750 - Project is currently solicating bids. Funds are for sidewalk
improvements.
Project is in design and will be constructed in 2018 due to
State/Federal regional requirements. Funds are for sidewalk
improvements required to complete the project. Unspent
construction funds in 2017 will be carried forward into 2018.
C/F Transfer Out to F321 - Comm & Youth/Teen Center - H St SE Ext.cp1606 725,000 - 92,761 632,239 - This project is under construction.
Auburn Environmental Boardwalk - Phase 2 cp1611 75,000 - - 75,000 - Preliminary scoping underway, funds are design only. No construction
funds are available.
C/F ITS Dynamic Message Sign Project cp1701 100,000 - 213 99,787 - Contracts have been awarded for the procurement of equipment.
Construction will be underway this summer (2017).
C/F for Citywide Sidewalk Improvements (Budget from GCBD01)cp1705 378,000 - - 378,000 - This is required match to the State Grant for sidewalks along one side
of Auburn Way South between 17th Street SE and Muckleshoot plaza.
Grant has been obligated and design is getting started.
2017 Sidewalk Repair & Improvements cp1710 200,000 200,000 - 200,000 - Project is being designed and will solicate bids later this year. This
project completes replacement of sidewalks that are tripping hazards
and fills in small sidewalk gaps within existing corridors.
STATUS
PARKS
CDPW
cp1521 300,000 - 1,377 298,623 - 15th Street NE/NW Preservation
Public Art
Lakeland Hills Nature Area
Rebuild of First Green and Surrounds at Golf Course
Fairway Drainage Improvement at Golf Course
Topdressing Sand Storage Cover Structure at Golf Course
Mary Olson Farm/Watts Property Acquisition
Game Farm Park Improvements
Game Farm Drainage Improvements
Rebuild the Tenth Green and Surrounds at Golf Course
Chemical Storage Building
5/10/2017 9:41 AM
1DI.A Page 9 of 13
Project
Decision
Package
Budgeted
2017
Budgeted
2018
2017
Expended
to Date
2017
Committed
2017
Balance Notes
STATUS
Downtown Wayfinding Program gcbd03 25,000 35,000 - 25,000 Funds have not been committed. City Council adopted the 2015
Comprehensive Plan which includes an action item within the
Transportation Element that between 2016 and 2018 the City should
develop a comprehensive wayfinding plan that includes actions and
strategies directed at both nonmotorized and vehicle modes. The
2017/2018 does not include a line item call out for implementing City
Council's wayfinding objectives. During the budget preparation
process in 2016 a program improvement was submitted for long
range planning actions such as this but it did not make its way to
Council as part of the budget package.
Neighborhood Traffic Calming Program gcbd06 100,000 150,000 - 50,000 50,000 This is an on-going program to address issues within neighborhoods
as they are found. Funds are expended continuously throughout the
year for speed cushions, radar speed signs, and other improvements
to help calm traffic.
Annual Traffic Signal Improvements cp1703 175,000 175,000 18,101 156,899 - This is on-going replacement of traffic signal equipment, detection
loops and improvements for the City's 90+ traffic signals. This work
cannot be funded by road monies.
Citywide Bridge Railing Replacements gcbd08 100,000 100,000 - 1,000 99,000 This is a program to replace or referbrish bridge railings on one bridge
each year. The project is currently in design and we are working with
King County to to potentially have them complete this work.
Citywide Street Lighting Improvements cp1711 100,000 100,000 329 25,000 74,672 This is a new program to fund lighting improvements as they are
identified by either city staff or the community and for the upgrade to
LED lighting.
400,000 - - 400,000 - This is funding to pay the TIFs that Council has waived for the
re-development of the Downtown blocks located south of City Hall.
It is anticipated that permits will be processed this year for these and
that the TIFs will need to be paid by the City.
TOTAL CDPW 2,809,750 760,000 112,779 2,448,299 248,672
REET 1:
cp0711 25,000 25,000 - 25,000 No work has been done on this project other than staff time.
cp1223 62,500 55,000 - 62,500 No work has been done on this project other than staff time.
cp1518 3,966 - 5,000 7,265 (8,299) Essentially complete.
erbd01 17,500 62,500 - 17,500 No work has been done on this project other than staff time.
erbd02 37,500 - - 37,500 No work has been done on this project other than staff time.
erbd03 12,500 12,500 - 12,500 No work has been done on this project other than staff time.
FAC.0014 - 250,000 - - No work has been done on this project other than staff time.
FAC.0015 - 200,000 - - No work has been done on this project other than staff time.
TOTAL FACILITIES 158,966 605,000 5,000 7,265 146,701
FACILITIES
C/F Transfer Out to F124 - Teutsch Traffic Impact Fees
M&O Vehicle Bay Maintenance
M&O Fuel Tank Replacement
M&O Master Planning
City Hall Roof Replacement
M&O Vehicle Storage Bay Improvements
C/F Council Remodel Project
M&O Lunchroom Expansion
City Hall Exterior Structural Repairs
5/10/2017 9:41 AM
2DI.A Page 10 of 13
Project
Decision
Package
Budgeted
2017
Budgeted
2018
2017
Expended
to Date
2017
Committed
2017
Balance Notes
STATUS
REET 1:
645,037 645,039 - 645,037 - Debt service (principal and interest payments) due in 2017.
REET 2:
222,510 226,109 - 222,510 - Debt service (principal and interest payments) due in 2017.
TOTAL FINANCE 867,547 871,148 - 867,547 -
GRAND TOTAL 4,259,263 2,573,148 128,711 3,348,111 782,442
LRF Debt Service
FINANCE
City Hall Annex Debt Service
5/10/2017 9:41 AM
3DI.A Page 11 of 13
Page 1 of 2
Memorandum
To:
Deputy Mayor Largo Wales
Councilmember Bill Peloza
Councilmember Claude DaCorsi
Councilmember Bob Baggett
From: Department Directors
cc: Mayor Backus
Date: May 1, 2017
Re: POLICY DIRECTION QUESTIONS – ARTERIAL STREET IMPROVEMENTS
FUNDING
The $20 Car Tab Ad Hoc Committee is requesting information and input from the
Department Directors regarding potential additional revenue sources for arterial street
improvements. The Directors would like to provide additional information and therefore
seek policy direction from the Committee regarding the following questions:
1. Is the Committee intending to recommend to the entire City Council one-time funding
sources that would not include staffing cuts?
2. What information does the Committee need in order to understand the potential impacts to
the reductions in programs and services caused by the utilization of existing budget
revenue sources?
3. Is the Committee intending to recommend to the entire City Council a short-term plan that
would meet an arterial street preservation need (s) in the current biennial budget cycle as
well as propose development of a long-term arterial street funding plan?
4. For the short-term (current biennial budget cycle) arterial street funding situation, does the
Committee have a dollar amount in mind for arterial street preservation activities?
5. Does the Committee want to recommend to the entire City Council consideration of a
temporary reallocation of Local Street Improvement (SOS) Program funding or a cap on
DI.A Page 12 of 13
Page 2 of 2
the amount of construction sales allocated to this Program with additional collections to be
utilized to address immediate need arterial street improvements?1
6. For a longer term arterial street funding plan, what is the timeframe that the Committee is
interested in recommending to the entire Council? 5 years, 10 years, 15 years, 20 years,
on-going?
7. For a long-term arterial street funding plan, would the Committee be willing to recommend
to the entire City Council a lower Pavement Condition Index (PCI) citywide average goal
than the current 70 PCI? For example, 55 to 60 PCI?
8. For a long-term arterial street funding plan, does the Committee have an annual dollar
amount in mind to recommend to the entire City Council – this would be in excess of the
current $2 million annual arterial street funding? $2 million, $3 million, $5 million?
9. For a long-term arterial street funding plan, what information does the Committee need in
order to understand the impacts from reductions in programs and services caused by the
utilization of existing budgeted revenue sources? If new revenue sources are to be
considered, what information does the Committee need to understand what these
revenue sources may be and how they could be utilized?
1 Please note that if there is reallocation of local street funding, there will likely be a reduction in the average
Pavement Condition Index for local streets while these funds are re-purposed.
DI.A Page 13 of 13