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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