HomeMy WebLinkAbout06-05-2017 SPECIAL CITY COUNCIL AD HOC COMMITTEE AGENDASpecial City Council Meeting
June 5, 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 of the May 15, 2017 Ad Hoc Committee Meeting*
III. DISCUSSION ITEMS
A. Full Spectrum of Issues Regarding the $20 Car Tab Fee*
B. Subcommittees of Ad Hoc Committees and Transparency
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.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the May 15, 2017 Ad Hoc Committee Meeting
Date:
May 31, 2017
Department:
Administration
Attachments:
5-15-2017 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:June 5, 2017 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 16
Page 1
CAR TAB AD HOC COMMITTEE
MEETING MINUTES
May 15, 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 and Councilmember Yolanda Trout-Manual
Councilmember Rich Wagner, Councilmember Holman, 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, Director of Administration Dana Hinman, Traffic
Engineer James Webb, and Deputy City Clerk Shawn Campbell.
II. CONSENT AGENDA
A. Minutes of the May 1, 2017 Ad Hoc Committee Meeting
Councilmember DaCorsi 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
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City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 15, 2017
Page 2
Committee members reviewed the REET 1 and REET 2 status
report.
Director Faber explained the City puts funds in the budget for
property acquisition. The funds have not been obligated at this
time.
Director Coleman stated the funds are all available but some have
been committed. Some funds are currently under contract and
some are not.
Deputy Mayor Wales requested a spreadsheet that shows the
funds that have already been contracted.
Councilmember DaCorsi asked if the structural repairs to City Hall
have been started. Director Hinman stated the repairs are not
critical and have not been started.
Councilmember Baggett requested Directors to come forward with
possible cuts to their budgets.
Council asked about the funds allocated to the Traffic Impact Fees.
Assistant Director Gaub explained the City waved the fees for the
developer but the fees still have to be paid so the City must pay the
waived fees.
Councilmember Peloza requested a photo of the current condition
of the maintenance bay.
Deputy Mayor Wales stated the Committee has looked at various
funds and possible cuts. The Committee would now like to see the
departments say what items are priorities and what can wait.
Councilmember Baggett stated the Committee needs to find
sustainable funding, not one time funding.
Director Coleman stated the City can transfer $1 million from the
residual fund balance and $1 million in REET funds that have not
been obligated to the arterial and collector street fund for 2018.
These additional funds would allow Council and staff time to plan
for the 2019-2020 budget cycle and the funds needed for street
repairs going forward.
Assistant Director Gaub explained if the City lowers the PCI goal
there will be additional work needed to maintain the roads. If the
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City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 15, 2017
Page 3
City allows the roads to deteriorate to a point they need to be
replaced the underground utilities will also have to be replaced at
that time with an additional cost.
Councilmember Peloza asked about the funds that have been set
aside. He recommend Director Coleman explain how the funds are
held.
Director Snyder requested the Committee provide their responses
to the policy questions he provided at the last ad hoc committee
meeting to him and he will distribute to all of the directors.
IV. ADJOURNMENT
There being no further business, the meeting adjourned at 6:52 p.m.
APPROVED THIS 5th DAY OF June, 2017.
Deputy Mayor Wales, Chair Shawn Campbell, Deputy City Clerk
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City of Auburn Car Tab Ad Hoc Committee Meeting Minutes May 15, 2017
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CA.A Page 6 of 16
AGENDA BILL APPROVAL FORM
Agenda Subject:
Full Spectrum of Issues Regarding the $20 Car Tab Fee
Date:
May 31, 2017
Department:
Administration
Attachments:
memo
attachment 1
fund balances
REET Status 5-31-17 Priorties
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:June 5, 2017 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 7 of 16
1
Interoffice Memorandum
To: $20 Car Tab Fee Ad Hoc Committee
From: Shelley Coleman, Finance Director
CC: Mayor Backus
Date: June 5, 2017
Re: Reserve Funds and Other Balances
Reserve fund policy is touched on during each budget cycle. The recommended
changes, if any, are updated in the budget document. The City financial policies are
located under the Policies Process tab of the budget book. The General Fund and
Cumulative Reserve policy is under General Management at the bottom of page 52
of the budget book (See Attachment 1). The policy states adequate fund balances
in the General Fund of 8%-12% and 5%-10% of General Fund Expenditures. The
reason for the range is to give the city some flexibility during recessionary periods
where the General Fund can lower to 8% or about 1 month of cash flow.
The reserves are used for operating activities and any amounts over the
recommended reserves are used first for balancing the next budget cycle. The City
budgets conservatively and provides budget appropriation for 100% of the salary and
benefits of staffing for the entire year. Revenues are estimated conservatively also.
Sales tax and development revenues are cyclical in nature and can peak one year
and fall the next. Therefore we estimate revenue based upon a core expectation with
an increase or decrease dependent on what is happening in the economy and is the
uptick sustainable to support ongoing activities.
The City does not have a policy around capital replacement outside of the Equipment
Rental and IT funds. The Facility fund does provide for routine maintainance and
some minor rehabilitation but does not accumulate funds for the long term in regards
to major improvements or facillity replacement. However the surplus of General
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2
Fund and Cumulative Reserve funds along with Real Estate Excise Tax revenues
and other one time capital revenues have been tapped over the years to replace or
build new buildings. The Community Center and the Justice Center are two
examples.
Slide 1 shows the General Fund and Cumulative Reserve funds actual fund
balances 2012-2016 and the estimated fund balances for 2017 and 2018. The
budgeted ending fund balances for 2017 and 2018 have been updated to reflect the
actual 2017 beginning fund balance.
The Mayor has requested that the 2018 ending fund balance be lowered to the
policy level of 22% which frees up 1.8% of the reserves or about $1.3M for
streets. ($73M X 1.8%= $1.3M approximately).
Slide 2 shows the history of actual fund balances 2010-2016. The spike in 2014 and
on is due to higher than anticpated development revenues, increases in utility taxes
and SCORE debt service that was budgeted but was covered by rented beds at the
facility. The debt service was removed from the General Fund budget for the
2017/2018 biennium.
Slide 3 shows 2010-2016 actual balances of Traffic and Parks mitigation fees and
2012-2018 actual and budgeted balances of those fees.
Slide 4 shows 2010-2016 Actual REET 1 and REET 2 balances and 2012-2018
actual and budgeted balances of those revenues.
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Slide 1
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Slide2DI.A Page 12 of 16
Slide 3
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Slide 4DI.A Page 14 of 16
STATUS OF REET 1 AND REET 2 BUDGETS
AS OF 5/31/17
Project
Decision
Package
Budgeted
2017
Budgeted
2018
2017
Expended
to Date
2017
Committed
2017
Balance Notes PRIORITY
CDPW
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 now under construction.
Need
15th Street NE/NW Preservation CP1521 300,000 - 1,377 298,623 - Project is in design and will be constructed in 2018 due to State/Fed Regional
Requirements. Funds are for sidewalk improvements required to complete the
project. Unspent construction funds in 2017 will be carried forward into 2018
for construction.
Need
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.Need
Auburn Environmental Boardwalk - Phase 2 CP1611 75,000 - - 75,000 - Prelminary scoping underway, funds are design only. No construction funds
available.
Since completion of the Boardwalk in 2012, Council has expressed interest in
building connection to Interurban Trail for educational and connectivity
benefits. Pushing design back until next biennial budget will push out City's
pursuit of outside funding until at least 2021 because design is needed for
funding submittal documentation.
Can Delay until
19-20 Biennial
Budget
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).
Need
C/F for Citywide Sidewalk Improvements (Budget from GCBD01)CP1705 378,000 - - 378,000 - This is a 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.
Need
2017 Sidewalk Repair & Improvements CP1710 200,000 200,000 - 200,000 - Project is being designed and we 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.
Need
Downtown Wayfinding Program GCBD03 25,000 35,000 - - 25,000 No comment other than this is a low priority items except that Council identified
it as a priority action item for the 2016 to 2018 timefram when they adopted the
Comprehensive Plan.
Can Delay
Neighborhood Traffic Calming Program GCBD06 100,000 150,000 - 50,000 50,000 This is a on-going program to address issues within neighborhoods as they
are found. Funds are expended conintuously within the year for speed
cushions, radar speed signs, and other improvements to help calm traffic.
If the program is not funded, we cannot address the continued complaints
about speeding and safety nor complete the commitments that have been
made to residents at this time.
Need
Annual Traffic Signal Improvements CP1703 175,000 175,000 18,101 156,899 - This is on-going replacement of traffic signal equipement, detection loops and
improvements for the City's 90+ traffic signals. This work can not be funded by
road monies.
If this program is not funded, necessary improvement to our traffic signals,
including safety, will not be completed creating additional costs to maintain as
well as increasing costs in the future to complete the improvements at a later
date.
Need
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.
Can Delay 99k
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.
We have committed some funds to citizen complaints but the remaining funds
can be delayed. However, safety issues that are identified throughout the year
may not be addressed.
Can Delay
portion of funds
say 50k
C/F Transfer Out to F124 - Teutsch Traffic Impact Fees 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.
Need
TOTAL CDPW 2,809,750 760,000 112,781 2,048,298 648,672 Needed 474,672$
Can Delay 174,000$
STATUS
5/31/2017 2:22 PM
1DI.A Page 15 of 16
Project
Decision
Package
Budgeted
2017
Budgeted
2018
2017
Expended
to Date
2017
Committed
2017
Balance Notes PRIORITY
STATUS
PARKS
REET 1:
Mary Olson Farm/Watts Property Acquisition GPBD13 125,000 - - 125,000 Replace REET funding with Park Impact Fees as potential match.Low
REET 2:
Public Art GCBD02 133,000 30,000 - 133,000 Medium
Game Farm Park Improvements GPBD08 20,000 - - 20,000 High
Lakeland Hills Nature Area GPBD11 25,000 150,000 - 25,000 Replace REET funding with Park Impact Fees as funding source.Medium
Game Farm Drainage Improvements GPBD16 - 100,000 - 2018 project High
Rebuild of First Green and Surrounds at Golf Course GLF.0029 33,000 - - 33,000 High
Rebuild the Tenth Green and Surrounds at Golf Course GLF.0030 - 27,000 - - 2018 project High
Fairway Drainage Improvement at Golf Course GLF.0031 30,000 30,000 - 30,000 High
Chemical Storage Building GLF.0032 12,000 - 10,931 1,069 High
Topdressing Sand Storage Cover Structure at Golf Course GLF.0033 45,000 - - 45,000 High
TOTAL PARKS 423,000 337,000 10,931 - 412,069 High Priority 129,069$
Med/Low Priority 283,000$
FACILITIES
REET 1:
M&O Vehicle Storage Bay Improvements CP0711 25,000 25,000 - 25,000 No work has been done on this project other than staff time.Can be delayed
for 1 year
M&O Vehicle Bay Maintenance CP1223 62,500 55,000 - 62,500 No work has been done on this project other than staff time.Can be delayed
for 1 year
C/F Council Remodel Project CP1518 3,966 - 5,000 (1,034) Essentially complete.
M&O Fuel Tank Replacement ERBD01 17,500 62,500 - 17,500 No work has been done on this project other than staff time. Will need to
address in the near future because tanks will be 30 years old next year .
Can be delayed
for 1 year
M&O Lunchroom Expansion ERBD02 37,500 - - 37,500 No work has been done on this project other than staff time.Can be delayed
for 1 year
M&O Master Planning ERBD03 12,500 12,500 - 12,500 No work has been done on this project other than staff time.Can delay for
19/20 budget
City Hall Exterior Structural Repairs FAC.0014 - 250,000 - - No work has been done on this project other than staff time. 2018 project.
City Hall Roof Replacement FAC.0015 - 200,000 - - No work has been done on this project other than staff time. 2018 project.
TOTAL FACILITIES 158,966 605,000 5,000 - 153,966 Needed -$
Can Delay 153,966$
FINANCE
REET 1:
City Hall Annex Debt Service 645,037 645,039 - 645,037 - Need
REET 2:
LRF Debt Service 222,510 226,109 - 222,510 - Need
TOTAL FINANCE 867,547 871,148 - 867,547 -
GRAND TOTAL 4,259,263 2,573,148 128,712 2,915,845 1,214,706 Needed/High Priority 603,741$
Other 610,966$
5/31/2017 2:22 PM
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