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Home My WebLink About2015-06-22 Committee of the Whole MinutesTukwila City Council Committee of the Whole Meeting City Hall Council Chambers June 22, 2015 — 7:00 P.M. MINUTES COMMITTEE OF THE WHOLE CALL TO ORDER/PLEDGE OF ALLEGIANCE Council President Kruller called the Tukwila City Council meeting to order at 7:03 p.m. and led the audience in the Pledge of Allegiance. OFFICIALS Present were Kate Kruller, Council President; Councilmembers Dennis Robertson, Allan Ekberg, Verna Seal, Kathy Hougardy, De'Sean Quinn. Councilmember Duffie was not present. CITY OFFICIALS Jim Haggerton, Mayor; David Cline, City Administrator; Mike Villa, Police Chief; Bob Giberson, Public Works Director; Gail Labanara, Public Works Analyst; Rick Still, Parks and Recreation Director; Rachel Bianchi, Communications and Government Relations Manager; Jack Pace, Community Development Director; Jay Smoot, Information Technology Specialist; Laurel Humphrey, Council Analyst; Melissa Hart, Deputy City Clerk. CITIZEN COMMENTS Pat Larson, 14244 551' Avenue South, stated she is the Principal at Foster High School. Ms. Larson thanked City staff from the Fire and Parks and Recreation Departments for their assistance in obtaining the fireworks permit for the event that was part of the June 12, 2015 graduation ceremony. SPECIAL ISSUES a. A bid award for the 2015 Overlay Program. Councilmember Ekberg indicated this item was discussed at the Transportation Committee meeting on June 15, 2015. The committee members were unanimous in recommending approval. Bob Giberson, Public Works Director, explained the value of the repair program is to keep the roads in good working condition. The 2015 Annual Overlay and Repair Program was advertised for bids on May 20 and 27, 2015. Four bids were opened on June 3, 2015 with the low bid of $1,344,811.00 from Miles Resources, LLC. Seven locations are scheduled for asphalt overlay throughout the City, including a portion of the Fort Dent parking lot. The Council is being asked to award the bid to Miles Resources, LLC in the amount of $1,344,811.00. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA OF THE SPECIAL MEETING THIS EVENING. b. A contract for the Americans with Disabilities Act (ADA) Transition Plan. Councilmember Hougardy indicated this item was discussed at the Transportation Committee meeting on June 15, 2015. The committee members were unanimous in recommending approval. Mr. Giberson explained the proposed agreement is to prepare the City's ADA Transition Plan. Compliance with current federal ADA design features is required on all city, state and federal facilities and infrastructure. This type of plan is a requirement of the Federal Highway Administration. The draft plan will be reviewed by Washington State Department of Transportation and Federal Highway Administration. Tukwila City Council Committee of the Whole Minutes June 22, 2015 Page 2 of 9 Three consulting firms were interviewed and Transpo Group was considered the most qualified. The contract will provide an assessment of the City's infrastructure, including known ADA deficiencies, and begin development of an ADA Transition Plan. The Council is being asked to approve the contract with Transpo Group in the amount of $104,200.00. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA OF THE SPECIAL MEETING THIS EVENING. c. A contract for the update to the Transit Plan as part of the Transportation Element of the Comprehensive Plan. Councilmember Hougardy indicated this item was discussed at the Transportation Committee meeting on June 15, 2015. The committee members were unanimous in recommending approval. The proposed agreement is to prepare the City's Transit Network Plan update. The most recent update to the Transportation Element of the Comprehensive Plan (in 2012) did not include an update to the Transit Network Plan. The City's plan was last updated in 2005, and met the current conditions at that time. The Puget Sound Regional Council strongly suggested the City update the Transit Network Plan to serve as a guiding document for policy direction when working with the transit agencies. The Council is being asked to approve the contract with Nelson /Nygaard in the amount of $75,303.00. The Councilmembers exchanged comments and asked clarifying questions of staff on the purpose of the proposed agreement. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA OF THE SPECIAL MEETING THIS EVENING. d. An update and discussion on the Facilities Plan, Phase 4. In January 2014, the Project team presented the City's facility needs and findings from Phase 1. At the Phase 2 work session in April 2014, a summary of Council interviews and the current facility conditions was presented to Council for discussion. At the December 2014 work session, the Council agreed on the Phase 3 preferred alternative that included a new Public Safety building, followed by a new consolidated Public Works campus and retaining the current City Hall facility. The following presentation will focus on the funding and phasing options, how the City's facility needs fit within known capital needs, and identification of potential options for funding facility projects. Bob Giberson, Public Works Director, introduced the City's consultants: Dave Fergus, Rice, Fergus, Miller; and Dawn Couch and Michael Hodgins, Berk Consulting. The project team utilized a PowerPoint presentation to update the Council on this item. Highlights of the presentation included the following: PROJECT GOALS • Maximize public safety • Provide a long term plan to optimize organizational efficiencies. • Ensure a financially achievable and sustainable plan for City facilities. AGENDA FOR THE JUNE 22, 2015 UPDATE: • Review process of Phases 1 -3 • Check in on Phase 4 PROCESS Phase 1: What are the facility needs? • Identify current use • Estimate current space needs • Project future space needs Tukwila City Council Committee of the Whole Minutes June 22, 2015 Phase 2: How suitable are the current facilities? • Inventory existing facilities • Access suitability for use • Assess condition Phase 3: What's the best plan for Tukwila? • Identify alternatives (buy, build, lease) • Assess alternatives • Identify the preferred approach Page 3 of 9 Phase 4: How do we get there? Phasing and funding plan PHASE 1 A conservative estimate of future needs: Tukwila population and employment projections show a growing population, and aging facilities. PHASE 2 SQUARE FOOTAGE RECONCILIATION Total 232,292 293,485 323,815 PHASE 3 EVALUATION OF ALTERNATIVES Criteria in Evaluating Alternatives: • Public Safety • Customer Service • Efficient Delivery of City Services • Development Cost • On -going Operating Expenses • Location • Flexibility Existing 2013 2040 Sq. Ft. Needs Needs Essential Government Services: • Fire, Police, Finance, Mayor's Office, Council, Court, City Clerk, Community Development, Human 144,044 205,237 235,567 Resources, Information Technology, Public Works, City Attorney Community Supporting Facilities: • Cultural and Community Centers, Park Restrooms and 88,248 88,248 88,248 Shelters, Golf Course and Associated Structures, etc. Total 232,292 293,485 323,815 PHASE 3 EVALUATION OF ALTERNATIVES Criteria in Evaluating Alternatives: • Public Safety • Customer Service • Efficient Delivery of City Services • Development Cost • On -going Operating Expenses • Location • Flexibility Tukwila City Council Committee of the Whole Minutes June 22, 2015 Page 4 of 9 Facility Evaluation Matrix (Phase 2) City Hall Community Center Ea lJ M tM Efl 1E a a lil E [j] lil EE -Parks & Golf i -t t 1 t t o t t a E ❑ E M �tainiananrc Fire Station 5 ) Fire Station S2 Fire Station 53 .Propen7r Nta+ketabi6ty _._Public & Staff Property Attributes Experience Facility Specifics v u „ n � .ro v — M a Q F v S w O 5 J J C7 w O w` 6 W oQ El Qa,,00QQMaoo n 2 E oo[E000aQEoQ El Community Center Ea lJ M tM Efl 1E a a lil E [j] lil EE -Parks & Golf i -t t 1 t t o t t a E ❑ E M �tainiananrc Fire Station 5 ) Fire Station S2 Fire Station 53 Fire Station 54 l—J l-J I--1 [E LJ [E E E FE l—) EI r ol -t 2 Purpose As part of the needs assessment, vie have assessed the suitability ar d eondtion of these City facvlines_This assessment will help determine the City's plan for each of tha facilities such as remodehng, selling, repurposing, or redeveloping. Key E° Suitable Con&tion t El lr unsuitable condition Recommendations — City Hall Campus • Function of City Hall remains on the current site • Current City Hall be retained and renovated ( if feasible and cost effective ) • Police and Court be relocated to a new Public Safety Building • Police and Court be located elsewhere than current site • Dispose of the 6300 Building after utilizing it as 'interim' space while building a new Public Safety Building and renovating the current City Hall. • Retain Current 24,000 square foot City Hall Building • Construct addition(s) over time to City Hall to eventually accommodate: • Community Development 9,000 square feet • Finance 3,900 square feet • Human Resources 1,300 square feet • Information Technology 2,600 square feet • Mayor's Office 5,500 square feet • City Council 4,400 square feet • Public Works Admin. 7,100 square feet • Parks and Recreation Admin 8,700 square feet Total: 42,500 square feet Public Safety Building: • New Public Safety Building to house: • Municipal Court 5,000 square feet • Police 33,100 square feet • Emergency Operations Center 6,000 square feet • Location Considerations (Phase 4): o Centrally located o Highly visible to community o Commercially zoned property o Relatively flat site, and 4 to 5 acres in size • Convenient access to a major arterial • Outside flood plains and soils subject to liquefaction v ®o000000a000 v Fire Station 54 l—J l-J I--1 [E LJ [E E E FE l—) EI r ol -t 2 Purpose As part of the needs assessment, vie have assessed the suitability ar d eondtion of these City facvlines_This assessment will help determine the City's plan for each of tha facilities such as remodehng, selling, repurposing, or redeveloping. Key E° Suitable Con&tion t El lr unsuitable condition Recommendations — City Hall Campus • Function of City Hall remains on the current site • Current City Hall be retained and renovated ( if feasible and cost effective ) • Police and Court be relocated to a new Public Safety Building • Police and Court be located elsewhere than current site • Dispose of the 6300 Building after utilizing it as 'interim' space while building a new Public Safety Building and renovating the current City Hall. • Retain Current 24,000 square foot City Hall Building • Construct addition(s) over time to City Hall to eventually accommodate: • Community Development 9,000 square feet • Finance 3,900 square feet • Human Resources 1,300 square feet • Information Technology 2,600 square feet • Mayor's Office 5,500 square feet • City Council 4,400 square feet • Public Works Admin. 7,100 square feet • Parks and Recreation Admin 8,700 square feet Total: 42,500 square feet Public Safety Building: • New Public Safety Building to house: • Municipal Court 5,000 square feet • Police 33,100 square feet • Emergency Operations Center 6,000 square feet • Location Considerations (Phase 4): o Centrally located o Highly visible to community o Commercially zoned property o Relatively flat site, and 4 to 5 acres in size • Convenient access to a major arterial • Outside flood plains and soils subject to liquefaction Tukwila City Council Committee of the Whole Minutes June 22, 2015 Page 5 of 9 Conclusions — Public Works • Minkler and George Long Shops should both be replaced • Both are currently located in floodplains • Both are currently located on soil subject to liquefaction • Both are significantly undersized for today's needs • Both facilities have significant deferred maintenance issues • Minkler and George Long Shops should be co- located • Co- locating affords higher efficiency • Co- locating is likely less expensive to build • Co- locating is likely less expensive to maintain • Seek property for a new consolidated Public Works Campus that would accommodate all of the City services currently located at the Minkler and George Long shops. • Ideally, the new subject property would have the following characteristics: o Size of 8 to 10 acres of 'usable' land area • Outside any floodplains and floodways • Outside areas of liquefaction soils • 'Industrial' zoning designation • Efficient access to all areas of the City Recommendations — Fire* • Fire Station 53 • Retain in current location • Minor improvements • Fire Station 54 • Replace /Relocate — Northwesterly • Investigate partnership with City of SeaTac • Fire Station 52 • Replace /Relocate — Southeasterly • Administrative Headquarters • Fire Station 51 o Replace /Relocate — South 180th St * No further analysis of fire facility needs pending the outcome of the Regional Fire Authority Annexation investigation. PHASE 4 GOALS Objective: Development of a preferred Funding and Phasing Strategy that balances timing, impacts on capital resources, public safety, and customer service, among other considerations. • Phase 4 includes: • Development of a Phasing Plan • Fiscal Context Setting • Review of Funding and Finance Options COST ESTIMATES: What will these protects cost (2015 dollars): • New Public Safety Building: $25 million • New Public Works Campus: $26 million • Full Renovation & Additions to City Hall: $18 million • Alternate — Interim Remodel to City Hall: $7 million • Alternate — Extend the life of the 6300 Building: $7 million • Long -range Future Projects: • Police Precinct or Public Safety Building Addition: $4 million • Addition to Public Works Campus: $3 million Tukwila City Council Committee of the Whole Minutes June 22, 2015 CONSTRUCTION PHASES 1. Needs Assessment & Feasibility Study • Identify current and future space needs • Assess suitability of existing facilities • Identify preferred alternatives • Phasing and funding plan 2. Budget, Siting and Design • Adopt Capital Improvement Plan • Public engagement and outreach • Property search and acquisition • Design 3. Build • Construction • Move -in SEQUENCE Sequencing Considerations: • Acquire land while available • Construction in an occupied building • Creating capacity PHASING OPTION A Pros: • City's most pressing public safety issues addressed sooner as opposed to later • Further investments in the 6300 Building would be minimized • Minimizes future inflation risks by completing projects sooner Cons: Page 6 of 9 Requires more financial resources in the short -term as compared to Option B Higher project management and construction oversight needs due to rapid implementation PHASING OPTION B Pros: • Spreading the costs over a longer period to minimize near -term funding impacts on the CIP • Maintains a focus on public safety elements while deferring other parts of the Facilities Plan Cons: Requires significant investment in 6300 Building to extend its useful life Requires a larger overall financial commitment than Option A Spreading more work into the future will be subject to construction cost inflation risks FISCAL CONTEXT How can the City of Tukwila meet its facility needs? • No magical bag of money! • Must balance facility investments against other capital needs. FUNDING OPTIONS Funding Considerations: • Existing needs and priorities o How do City facilities fit within the broader needs of the City? • Available resources o What current resources may be leveraged for facilities? • Current debt load and remaining debt capacity • What capacity does the City have to carry additional debt? • What will the impact of additional debt be on the annual operating budget? • To what degree will the City be restrained from meeting other capital needs? • New revenue opportunities • Transportation Benefit District to increase overall CIP funding • Voted -bond for one or more of the new facilities • Use, repurpose or sell City surplus properties Tukwila City Council Committee of the Whole Minutes June 22, 2015 FUNDING FRAMEWORK How do we determine affordable phasing? • Utility enterprise funds can pay for 50% of Public Works facilities ($2015) Total Cost Cost net 50% of Public Works Option A $83.3 M $68.6 M Option B $97.5 M $83.8 M Page 7 of 9 • Phasing calls for large sums in short time windows; as a result the City can't pay -as- you -go. • Use debt for large outlays: Potential Bond Sequence (year of estimates) Members of the Facilities Steering Committee who were in attendance were asked to comment on the presentation and their experience as part of the Committee. Joan Hernandez, 15224 Sunwood Boulevard, stated it has been very beneficial for her to serve on the Facilities Steering Committee, and Phase 4 of the process is a big decision for the Council. She commented on other things the Council will need to consider (when deciding funding options for this plan), such as the City's potential annexation to the (Kent) Regional Fire Authority and that impact to the City's budget, sales tax revenue, and future Tukwila School District bond issues. Katrina Dohn, 14442 46th Avenue South, said she has enjoyed serving on the committee and, as a result, she has learned a lot about the City. In the past, she was part of the Tukwila School District facilities committee and she found it fascinating that the City and School District discussions dovetailed with similar issues about facilities. The decisions made by the City Council and District will affect future generations. She is honored to be included as part of the Facilities Steering Committee and looks forward to the next steps. Mr. Fergus concluded the presentation with review of the following: Option A Option B 2015 $4.73 M 2016 $4.87 M 2017 $15.97 M $5.79 M 2018 $16.45 M $5.93 M 2019 $10.05 M $10.95 M 2020 $10.35 M $11.27 M 2021 $6.33 M 2022 $6.52 M 2039 $19.01 M 2040 $19.58 M Members of the Facilities Steering Committee who were in attendance were asked to comment on the presentation and their experience as part of the Committee. Joan Hernandez, 15224 Sunwood Boulevard, stated it has been very beneficial for her to serve on the Facilities Steering Committee, and Phase 4 of the process is a big decision for the Council. She commented on other things the Council will need to consider (when deciding funding options for this plan), such as the City's potential annexation to the (Kent) Regional Fire Authority and that impact to the City's budget, sales tax revenue, and future Tukwila School District bond issues. Katrina Dohn, 14442 46th Avenue South, said she has enjoyed serving on the committee and, as a result, she has learned a lot about the City. In the past, she was part of the Tukwila School District facilities committee and she found it fascinating that the City and School District discussions dovetailed with similar issues about facilities. The decisions made by the City Council and District will affect future generations. She is honored to be included as part of the Facilities Steering Committee and looks forward to the next steps. Mr. Fergus concluded the presentation with review of the following: Tukwila City Council Committee of the Whole Minutes June 22, 2015 Page 8 of 9 NEXT STEPS • Based on Council feedback, create Option C and a roadmap for implementing Tukwila's Facilities Plan • Compile final plan, with supporting funding and finance options • Develop final report • Create an easy -to -read overview of the Plan for general audiences The Councilmembers exchanged comments and asked clarifying questions of the project team. At the end of the discussion, there was consensus to have the next Facilities Plan updates be conducted in a work session environment that includes staff from the Finance Department. The Council will provide a list of questions for staff to research and provide a response to the Council. Some of the questions identified included: • Information on the cost to taxpayers /utility rate payers for the proposed financing plans (bonding and /or utility tax). • A list of potential Capital Improvement Program (CIP) projects. • Another option for the Council to consider that is a hybrid approach (funding option taken from Options A and B). • Taxing authority such as a Transportation Benefit District • The Facilities Steering Committee to provide a funding plan recommendation to the Council. MISCELLANEOUS Council President Kruller announced that Councilmembers Quinn and Ekberg will serve on the Park Watch Steering Committee. MOMENT OF SILENCE Councilmember Quinn asked for a moment of silence for the victims of the recent shooting in South Carolina. The Council and audience members observed a moment of silence in memory of the victims. REPORTS a. Mayor There was no report b. City Council Councilmember Hougardy attended the June 16, 2015 SCATBd (South County Area Transportation Board) meeting, and she provided a summary of the topics of discussion. On June 17, 2015 she attended the Regional Transit Workshop and the Teen Summer Kickoff Festival. Councilmember Quinn attended the Teen Summer Kickoff Festival on June 17, 2015. Council President Kruller attended the Tukwila Amateur Radio class and participated in the Duwamish Hill Preserve work party on June 20, 2015. She announced that Governor Inslee declared June 21 through 27, 2015 "Amateur Radio Week." On June 22, 2015 she attended the Lodging Tax Advisory Committee (LTAC) meeting. Ms. Kruller reminded the Council and audience of the upcoming Tukwila Urban Transit Center ribbon - cutting event to be held on Monday, June 291h, beginning at 10:00 a.m., and she announced that June is a 511, Monday month. The next City Council meeting will be July 6, 2015. c. Staff There was no report Tukwila City Council Committee of the Whole Minutes June 22, 2015 Page 9 of 9 d. City Attorney The City Attorney's presence is not required at Committee of the Whole meetings. e. Intergovernmental Laurel Humphrey, Council Analyst, stated the website address relating to the Sound Transit Boeing Access Road station is www .BoeingAccessRoadStation.org. This is a coalition of businesses, residents, stakeholders and the City, and includes a toolkit for interested parties to show support for the station. ADJOURNMENT 9:17 p.m. COUNCIL PRESIDENT KRULLER DECLARED THE COMMITTEE OF THE WHOLE MEETING/ADJOURNED TO CONVENE A SPECIAL MEETING. Kate Krkrfler!Councilff(esiden 1---Ih�- � �z.,�,f- Melissa Hart, Deputy City Clerk APPROVED AND SIGNED BY THE COUNCIL PRESIDENT ON 07106/2015 AVAILABLE ON THE CITY'S WEBSITE 07/07/2015