HomeMy WebLinkAbout08-14-2017 MinutesWASHINGTON
CITY COUNCIL STUDY SESSION AND
SPECIAL FOCUS AREA
AUGUST 14, 2017 — 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Largo Wales called the meeting to order at 5:32 p.m. in the
Council Chambers of Auburn City Hall located at 25 West Main Street,
Auburn.
A. Roll Call
Councilmembers present: Deputy Mayor Wales, Bob Baggett,
Claude DaCorsi, John Holman, Bill Peloza, and Rich Wagner.
Councilmember Yolanda Trout -Manuel was excused
Mayor Nancy Backus and the following department directors and
staff members were present: City Attorney Daniel B. Heid, Police
Commander Steve Stocker, Assistant Director of Engineering
Services/City Engineer Ingrid. Gaub, Innovation and Technology
Director Paul Haugan, Parks, Arts and Recreation Director Daryl
Faber, Finance Director Shelley Coleman; Assistant Finance
Director Keven Fuhrer, Assistant Director of Community
Development Services Jeff Tate, Parks Planning and Development
Manager Jamie Kelly, Economic Development Manager Doug Lein,
Real Property Analyst Josh Arndt, Tourism Coordinator Lorraine
Chachare, Solid Waste and Recycling Supervisor Joan Nelson;
Customer Care Manager Brenda Goodson -Moore, and City Clerk
Danielle Daskam.
II. ANNOUNCEMENT, REPORTS AND PRESENTATIONS
A. Auburn Station Access Improvement Project — Preferred
Alternative Site
The following Sound Transit representatives presented Sound
Transit's preferred alternative sites for the Auburn Station Access
Improvement Project: Chelsea Levy, Government and Community
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City of Auburn Council Study Session. Meetinaa-Minutes August 14, 2017
Relations Officer; Sandra Fann, Project Manager; and Karen Kitsis,
Development Director for South King and Pierce Counties.
Using a Powe.r.Point, Ms. Fann recapped the purpose of the project,
its goals and objectives, scope and timeline. The available budget
for a new Auburn Station garage is $60 million., The project will
increase access for all riders to the Auburn Sounder Station, and
the planning effort will determine the most effective and affordable
mix of improvements. Sound Transit anticipates a preferred
improvement package by the end of 2017. Environmental review
and preliminary design will occur in 2018-2019. Property
acquisition, final design and permitting is anticipated from 2019-
2021. The garage could be open by 2023.
Ms. Fann reviewed the major elements included in cost estimates
for the four potential sites and include: property acquisition,
relocation and interim lots, garage construction, permits and art,
management and administration, non -motorized improvements,
contingencies, and where needed, pedestrian bridges, frontage
improvements, access improvements, and parking technology.
Ms. Kitsis reviewed the four preferred sites for the new garage:
Site 1 First & B Streets Parking Lot — Cost $60.4 Million
This site would create up to 545 net new stalls and 675 total
stalls; it has reasonable access for passengers to platform;
vehicle access via two driveways; there are no major
environmental concerns, there are existing on-site
development rights until 2020; there is a higher potential for
traffic mitigation, and it is a constrained site and requires
right-of-way acquisitions
Site 2 Ace Hardware at West Main and C Street SW — Cost $75.7
Million
This site has the potential for up to 580 net new and total
stalls, it has reasonable access for passengers to platform,
vehicle access via two driveways, no major environmental
concerns, lower potential for traffic mitigation. The site is
considered constrained, requires right-of-way acquisitions
and business relocations, and a requires construction of a
pedestrian bridge..
Site 3 Sound Transit Parking Lot — Cost $80.9 million
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City of Auburn Council Study Session Meeting Minutes August 14, 2017
This site has the potential for up to 525 net new and. 635
total stalls, it has the easiest access for passengers to
platform, vehicle access via two driveways, and no major
environmental concerns. The site is extremely constrained
and requires substantially more garage structure per stall.
Site 4 Machinists Union Hall at A Street SW and 2"d Street SW —
Cost $65.3 Million
This site has the potential for up to 550 net new stalls, it has
easy access for passengers to platform, there are no major
environmental concerns, it could be connected to the
existing garage. The site has higher potential for traffic
mitigation, it is a constrained site and right-of=way acquisition
would be required.
Next steps include a presentation to the Auburn Transportation
Advisory Board (TAB) on August 23, 2017. A public open house
will take place September 19, 2017. The timeline for the preferred
alternative recommendation includes:
September 27, 2017
October 9, 2017
October 16, 2017
November 9, 2017
November 16, 2017
TAB recommendation to the Council
City Council Study Session presentation
City Council recommendation
Sound Transit Capital Committee
Sound Transit Board identifies preferred
site
Deputy Mayor Wales questioned whether parking in the Sound
Transit garages will remain free. Ms. Levy responded that Sound
Transit has been evaluating methods for managing parking,
including technology improvements to allow patrons to identify
available parking, re -locate carpool meet -ups out of the garage,
and charges for parking. Ms. Levy stated later this year the Sound
Transit Board will have additional discussion regarding single
occupancy parking permits.
Councilmember Baggett recommended lowering the speed bumps
in the parking garage.
AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Capital Project Status Report
Assistant Director of Engineering Services/City Engineer Gaub
presented the status report on capital projects.
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City of Auburn Council Study Session Meeting Minutes Auslust 14, 2017
The Capital Projects Group of Community Development and Public
Works is currently managing 35 active projects with a total cost of
$58 million. Of these projects, 11 are in the design phase and 24
are under construction. Within the next three months, four
additional projects are expected to enter the construction phase
before the end of the year.
Significant projects underway include: CP1218, the Auburn Way
South Corridor Safety Improvements (Muckleshoot Plaza to
Dogwood Street SE); C222A — 277th=Auburn Way North to Green
River Bridge; CP1511, M Street SE Improvements (3rd Street SE to
East Main), which should. be open by September 1, 2017.
There was brief discussion regarding CP1513, 22nd Street NE and I
Street NE Round -a -bout and Improvements and the pedestrian
safety improvements. Assistant Director Gaub stated 22 accidents
have occurred at the intersection since 2011 and six of the
accidents have involved pedestrians or bicyclists. Deputy Mayor
Wales suggested a Channel 21 program to highlight the project.
Project CP1520, B Street NW Reconstruction has started with the
necessary sewer work.
Deputy Mayor Wales requested a conceptual review of the Lea Hill
Road at 104th Avenue project at the October 9th study session.
Project CP1523, Lake Tapps Parkway Preservation is ongoing.
Councilmember Peloza requested information on the location of the
PRV Stations on Lea Hill.
Project CP1701, the Auburn Way South Dynamic Message Sign is
underway east of the bridge over R Street SE. It will be a
permanent variable message sign, which will help during concert
and event seasons.
In response to
Director Gaub
associated with
Enhancements.
work, and next
the project.
questions from Councilmember Peloza, Assistant
explained there are several different stages
Project CP1516, Auburn Municipal Airport Runway
The City has applied for a grant for the design
(ear, the City will apply for a construction grant for
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City of Auburn Council -Study Session Meetina Minutes August 14, 2017
B. Parks/Open Space Plan
Parks, Arts and Recreation Director Faber and Parks Planning and
Development Manager Kelly presented a brief overview of the
Parks, Recreation and Open Space Plan, with an emphasis on
Chapter 5 relating parks inventory and undeveloped spaces:. Using
a PowerPoint, Director Faber stated the Plan provides a six-year
plan and a 20 -year vision for Auburn's park system. The plan
outlines goals and objectives, implementation strategies, capital
improvements, and investment programs for the City's parks
system. The plan is required in order to be eligible for state and
federal grants.
Director Faber stated the City owns five properties that are not
developed.
Goals of the Parks Department is to: 1) Serve all residents by
providing a broad range of programs and facilities; 2) Provide
healthy balanced activities with a mix of passive and active
recreation opportunities; 3) Provide high quality parks that are well
maintained; 4) Provide a park system that contributes to a positive
image for Auburn; 5) Acquire and manage important open spaces
in the city; 6) Provide a network of pedestrian and bicycle trails; and
7) Expand the existing park inventory where service standards are
not being met, with an emphasis on the West Hill and Lea Hill
areas.
Director Faber discussed the components of a neighborhood park
versus a community park.
Neighborhood parks are primarily designed for non -supervised and
non -organized play, are typically less than five acres, and serve
neighborhoods within a half mile. The City has 23 neighborhood
parks and examples include Shaughnessy Park and Rotary Park.
Community parks provide active and structured recreational
opportunities for all ages. They are typically larger than 10 acres
and have a 1-2 mile service radius. The City has 14 community
parks and examples are Brannan Park and Game Farm Park:.
Undeveloped park properties include: West Auburn lake property,
Jacobsen Tree Farm on Lea Hill, Auburndale II, Lakeland nature
area, and the 104th Street property on Green River.
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City of Auburn Council Study Session Meeting Minutes August 14, 2017
Councilmember Wagner questioned whether more access to the
river has been considered at Game Farm Park. Director Faber
responded that no plans have been made for river access at Game
Farm. Director Faber pointed out undeveloped community park
space at 31495 104th Avenue SE, along the Green River. The City
is just starting its master plan. for the park property. Nearly two-
thirds of the park is located within the floodplain, and it will likely be
a nature park.
Council and Director Faber briefly spoke about Cedar Lanes Park.
Director Faber stated the department is filling a low spot in the park
to improve the sight corridors in the park. There is no wetland in
the park. The department is also eliminating some non-native plant
species and limbing-up some trees.
Director Faber directed the Council's attention to the Deferred
Maintenance Plan. Director Faber stated the City is able to
accomplish many of the projects with parks staff, volunteers, and
grants.
Deputy Mayor Wales questioned how the park impact fees will be
used. Director Faber stated a portion will be used for the 104th
Street park property, the West Auburn lake property, and the
Jacobsen Tree Farm Phase 1.
Deputy Mayor Wales inquired regarding homeless in Game Farm
Wilderness Park. Director Faber stated the area is monitored and
highly used by disc golf enthusiasts. It appears that many of the
homeless encampments have either moved up river on the Segale
property or on Muckleshoot Tribal property.
Deputy Mayor Wales suggested installation of lights and longer
hours at Sunset Park.
IV. FINANCE AND ECONOMIC DEVELOPMENT DISCUSSION ITEMS
Councilmember Bob Baggett, chair of the Finance and Economic
Development Special Focus Area., presided over the meeting during
discussion of the Special Focus Area items.
A. Resolution No. 5310 — Solid Waste Contracts
Finance Director Shelley Coleman presented Resolution No. 5310
to extend the Solid Waste Collection Contract with Waste
Management and the Memorandum of Understanding with
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City of.Auburn Council Study Session Meeting Minutes August 14, 2017
Republic Services for solid waste services in annexed areas. The
current contract expires December 31, 2017. The extension would
be through September 30, 2019.
In response to questions from Deputy Mayor Wales, Solid Waste
and Recycling Supervisor Joan Nelson stated staff intends to
request new services in the next contract that will cover the entire
city.
B. Fire Relief and Pension Fund
Finance Director Coleman reviewed her memorandum in the
agenda packet regarding the status of the Fire Pension Fund
(FPF). The City is obligated to pay retirement benefits to active
members as of March 1, 1970. The City has 13 retired members,
which includes four beneficiaries. Director Coleman briefly
reviewed how the excess FPF benefit is calculated.
Director Coleman stated the, recent actuarial study found the
present value of the future exceeds pension benefits to be provided
to the City is $3,300,526.00, which was 10 percent higher than
expected due to a four percent increase in demographic
experience and six percent increase due to changes in benefit
amounts compared to expectations. The value of the total assets
available to fund future excess pension benefits is $2,412,576.00
leave an actuarial deficiency of $887,950.00. The deficiency does
not include the state tax on fire insurance premiums of
approximately $75,000.00 annually.
Based on the actuary's recommended. contribution schedule,
Director Coleman recommended the City make a $192,000.00
annual contribution to the fund for five years to cover the shortfall.
The annual contribution would be reduced by the amount received
from Fire Insurance Premium Tax revenue. The adjustment will be
included in the next budget amendment.
C. 2016 Comprehensive Annual Financial Report
Assistant Finance Director Kevin Fuhrer presented a PowerPoint
and an overview of the 2016 Comprehensive Annual Financial
Report (CAFR) and primarily reviewed the structure of the
document.
Assistant Director Fuhrer stated staff begins its work on the CAFR
in November and finishes the CAFR in June of the next year.
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City of Auburn Council Study Session. Meetina.Minutes August 14, 2017
Assistant Director Fuhrer reviewed the Introductory Section, which
includes the list of city officials, the organizational chart, the letter of
transmittal, and. the City's Certificate of Achievement in Financial
Reporting.
The Financial Section includes the Independent Auditor's Report
on the financial statements, management's discussion and
analysis, basic financial statements, notes to the financial
statements, required supplementary information, and fund financial
statements and schedules.
The Statistical Section of the CAFR includes 10 years of economic
data.
At 7;43 p.m., Deputy Mayor Wales recessed the meeting for about ten minutes
for a brief intermission. The meeting was reconvened at 7:52 p.m.
D. Resolution No. 5311 — Investment Policy Update
Finance Director Coleman presented Resolution No. 5311, which
adopts a revised investment policy. The existing policy has not
been updated since 2003. Changes include:
Increased maximum length of investment from 3 years to 5
years
o Removed Banker's Acceptances and Commercial Paper
• Updated references
e Added Standard & Poor's (S&P) and Moddy's minimum
ratings reqirement
The resolution will be presented at the August 21, 2017 Council
meeting for adoption.
E. 2nd Quarter 2017 Financial Report
Finance Director Coleman reviewed the second quarter 2017
status report based on financial data available as of July 25, 2017
for the period ending June 30, 2017 and sales tax information
representing business activity that occurred through April 2017.
The General Fund revenues totaled $34.8 million compared to a
budget of $34.0 million.
Director Coleman noted that sales and use tax generates 28
percent of General Fund revenue, and sales tax revenues are flat.
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City of Auburn Council Study Session Meeting Minutes Auoust 14.2017
Councilmembers and Director Coleman briefly discussed the
impact of streamlined sales tax and remote sales tax. The City
receives just under $2 million in streamlined sales tax mitigation
revenue from the state.
Property tax revenue totaled $11.0 million, which was 0.7 percent
above budget expectations. The increase is attributable to an
increase in assessed valuation and the use of banked capacity.
The City utility tax revenues exceeded budget by eight percent.
Electric and natural gas revenues exceeded budget by
$121,000.00 and $58,000.00 respectively. Leasehold excise taxes
were also above budget. Cable utility tax revenues were below
budget and could be a timing issue.
Building permit revenue collected through second quarter totaled
$714,000.00 compared to a year-to-date budget of $727,000.00.
However, development services fees are up.
Director Coleman also reviewed charges for services, development
service fees, fines and penalties assessed by the court,
miscellaneous revenue, real estate excise tax, and pet licensing.
Director Coleman briefly reviewed capital project expenditures,
enterprise funds, and the investment portfolio.
F. Economic Development Update
Economic Development Manager Lein, Real Property Analyst.
Arndt, and Tourism Coordinator Chachere presented the Economic
Development Update for the second quarter of 2017.
Manager Lein reviewed the following economic statistics:
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City of Auburn Council Study Session _Meetina_Minutes August 14, 2017
Manager Lein noted. thatapproximately $42 million worth of
commercial construction will be under review in the third quarter of
2017. The two blocks of South Division Street have not submitted
permits at this time. The Holiday Inn has been approved, but the
Hilton and Wyndham have not yet submitted their applications.
Manager Lein reviewed progress on the ten-year Economic
Development Strategic Plan. Manager Lein reported that to date,
no additional funding or staffing has been requested. Manager
Lein stated that three budget amendments will be proposed in
order to implement more of the Strategic Plan strategies and
include one additional FTE, matching share for the Port grant for
the business incubator and "buy local" program, funding for
marketing and branding.
Strategic Plan highlights include:
• Launch and management of a business incubator
• Continued organization of 3NoNetworking events
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City -of Auburn -Council Study Session Meeting Minutes Aunust 14, 2017
• Improvements to business licensing database; capture
Auburn based employers
• Continue to actively seek investors and developers for
downtown projects
• Develop marketing packages for tourism destinations
• Coordinate efforts among ADA, BIA, Tourism, ED Office,
Chamber of Commerce
• Leverage Auburn's community of business leaders to reach
peers and cultivate stronger relationships
Real Property Analyst Arndt reviewed other real estate related
tasks performed and not associated with the Strategic Plan,
including sale and lease negotiations, property transfers, and
property management.
Mr. Arndt reviewed Real Estate Tracking System software. The
City owns 440 parcels of land.. Through the tracking system, any
City employee can determine when the property was acquired, the
purpose of the acquisition, intended use of the property, and any
restrictions attached to the property, relevant studies or reports the
City has for the property. Through the tracking system staff will be
able to identify potential surplus properties. To date, 72 parcels
have been vetted and updated in the GIS system and another 117
parcels have partial information. Approximately 189 parcels have
been researched to some degree.
Real Property Analyst Arndt reviewed proposed catalyst projects at
GSA Park, the west side of the airport, and the old Farmers Market
building on Auburn Way South. The Strategic Plan also provides
for identifying and compiling deal -ready sites of property where the
phase 1 environmental assessment has been completed, boundary
surveys performed, impact fees determined, etc. Currently, staff
performs the minimal services due to staff constraints.
Real Property Analyst Arndt reviewed efforts on business retention,
and attraction. Staff provides limited real estate services to the
business community through access to the commercial real estate
database (CoStar) for site selection and access to public
information the City has on potential sites. Staff is not involved in
lease negotiations.
Tourism Coordinator Chachere reviewed the activities of the
Tourism Board and Lodging Tax Advisory Committee. She noted
increased hotel owner/operator engagement. Ms. Chachere also
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City of Auburn Council Study Session.Meetina Minutes August 14, 2017
spoke about recent hotel acquisitions and new ownership and
remodels and renovations.
There are three pending hotels: Holiday Inn Express located off
Highway 18 at C Street SW, Tru by Hilton at 307 Auburn Way
South, and Wyndham at Auburn. Way North and 49th Street NE.
Tourism Coordinator Chachere also spoke about regional and
industry collaborations.
Some of the tourism initiatives underway include: rebranding with a
new tourism website, video and logo; request for proposals for
marketing, media buy and public relations; hotel support services
through monthly concierge newsletters and hotel staff training;
community outreach and engagement; attracting group
travel/conferences; and participating in the 2018 Japan -America
Grassroots Summit for the Seattle area.
Tourism Coordinator Chachere also shared data on hotel stays and
benchmarks. Currently there are seven hotels with 561 room
inventory. Occupancy levels and revenues are increasing
compared to last year.
Economic Development Manager Lein updated the Council on the
Business Improvement Area (BIA) Board.
Economic Development Manager Lein updated the Council on the
following notable projects: Robertson Property Group, Auburn
Development LLC mixed use seven -story project, Teutsch Partners
LLC mixed use seven -story project, SpaceFlight Industries, three
new hotels (discussed earlier), GSA site, North Auburn Logistics,
Dave and Busters, LA Fitness, The Quarters, Vinifera Wine Bar
and Bistro, Lakeland Commons, Geaux Brewing, and Scamp
Brewing.
V. OTHER DICUSSION
There was no other discussion.
A. NEW BUSINESS
There was no new business.
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City of Auburn Council Study Session Meeting Minutes_ __ __ August 14, 2017
VII. MATRIX
Deputy Mayor Wales requested the addition of the following items to a
future study session agenda: Council Chamber usage -City facilities usage
by outside groups and traffic impact and mitigation fees and how they are
being used.
Mayor Backus asked if the items are in addition to the items requested for
the August 28th meeting. Deputy Mayor Wales responded in the
affirmative. Mayor Backus requested Deputy Mayor Wales respond to
Mayor Backus's email requesting additional information/detail on the items
scheduled for the August 28th study session meeting.
VIII. ADJOURNMENT
There being no further discussion, the meeting adjourned at 9:58 p.m.
APPROVED this day of _,2017
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