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Home My WebLink AboutCOW 2012-10-08 Item 4B - Grant Acceptance - Cascade View "Safe Routes to School" from WSDOT for $427,588COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by .r M r' eyz'en, r Coun` l review 10/08/12 JR .�) { 1)t4 10/15/12 JR ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date /1 Mtg SPONSOR ❑ Council ❑ Mayor ❑ HR a DCD ❑ Finance ❑ Fire ❑ IT ❑ P &R ❑ Police 11 PW SPONSOR'S The City applied to WSDOT in 2010 for SRTS funding for Cascade View Elementary to (1) SUMMARY formalize an existing pathway used by students, (2) recruit and train volunteers to start Walking School Buses, (3) hold an event and an assembly. The school district and cemetery have indicated initial support for the project; the church has questions related to design and compensation that would be addressed during project design. The Council is being asked to consider acceptance of the $427,588.00 grant with no City match. REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. DATE: 10/01/2012 COMMITTEE CHAIR: ALLAN /1 Transportation Cmte ITEM INFORMATION ITEM No. STAFF SPONSOR: JAIMIE REAVIS ORIGINAL AGENDA DATE: 10/08/12 AGENDA ITEM TITLE Acceptance Cascade of Washington State Department of Transportation (WSDOT) grant for View Safe Routes to School (SRTS) CATEGORY ❑ Discussion Mtg Date 10 /08 /12 Motion Date 10/15/12 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date /1 Mtg SPONSOR ❑ Council ❑ Mayor ❑ HR a DCD ❑ Finance ❑ Fire ❑ IT ❑ P &R ❑ Police 11 PW SPONSOR'S The City applied to WSDOT in 2010 for SRTS funding for Cascade View Elementary to (1) SUMMARY formalize an existing pathway used by students, (2) recruit and train volunteers to start Walking School Buses, (3) hold an event and an assembly. The school district and cemetery have indicated initial support for the project; the church has questions related to design and compensation that would be addressed during project design. The Council is being asked to consider acceptance of the $427,588.00 grant with no City match. REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. DATE: 10/01/2012 COMMITTEE CHAIR: ALLAN /1 Transportation Cmte ❑ Planning Comm. EKBERG RECOMMENDATIONS: SPONSOR /ADMIN. COMMITTEE Department of Community Development; Public Works Majority Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $427,588.00 $427,588.00 $ Fund Source: 103 RESIDENTIAL STREETS (PG. 3, PROPOSED 2013 CIP) Comments: MTG. DATE RECORD OF COUNCIL ACTION 10/08/12 10/15/12 MTG. DATE ATTACHMENTS 10/08/12 Informational Memorandum dated 09/28/12 Award letter from WSDOT Response to questions from Riverton Park United Methodist Church Page 3 from proposed 2013 CIP Project Area Map Minutes from the Transportation Committee Meeting of 10/01/12 10/15/12 Zi TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee FROM: Jack Pace, Community Development Dire;,to Bob Giberson, Public Works Directo��'`J BY: Jaimie Reavis, Assistant Planner DATE: September 28, 2012 SUBJECT: Cascade View Safe Routes to School Project No. 91210301 Acceptance of WSDOT Grant ISSUE Should the City accept a Safe Routes to School Grant award from the Washington State Department of Transportation (WSDOT) in the amount of $427,588.00? BACKGROUND The City of Tukwila submitted its first application for Safe Routes to School funding from the WSDOT in 2010. At that time, the City had been working with Neighbors without Borders, and staff at the Tukwila School District to initiate a Safe Routes to School pilot program at Cascade View Elementary. Formalizing the existing connection from S 140th Street to the street -end of 32nd Ave S was identified as one of the high - priority projects by school staff. A Walking Audit of the school zone area surrounding Cascade View Elementary School conducted by Feet First reiterated the benefits the off - street connection provides for students in terms of safety and convenience. The project was ranked high enough to be added to the contingency list of competing projects, meaning it was not one of the initial projects awarded funding in May 2011 but it was added to a list of projects to be funded if additional grant funding was made available by the State Legislature. In March of 2012, the City was contacted about the possibility of a funding award, and we received a formal letter from WSDOT after revising our original application in May 2012. A stipulation of the award is that funds must be obligated by May 1, 2013. Property owners within and adjacent to the proposed asphalt trail include the Tukwila School District, Riverton Park United Methodist Church (UMC), and Riverton Crest Cemetery. Since the time the City originally submitted the grant application in May 2010, a developer received preliminary subdivision and design review approval for a cottage housing project on Church property. The design in the cottage housing project includes an eight -foot easement area for a trail through the same corridor. It was staff's assumption the Riverton Park UMC would be in favor of a partnership for the trail project because it would reduce their costs. Contact with property owners adjacent to the trail was not made until after the City received the award letter in May of this year. INFORMATIONAL MEMO Page 2 DISCUSSION After receiving the award letter, staff was contacted by Pastor Jan Bolerjack of the Riverton Park UMC. She recommended City staff meet with the Riverton Park UMC Board of Trustees prior to grant acceptance in order to find out if the Church would be in favor of participating in the project. Staff has since met with the Church Board of Trustees, and has attended a follow - up meeting with Pastor Jan Bolerjack, Board of Trustees Chair Linda Cles, and an attorney representing the Church. Staff has also met with the Cemetery to discuss the project. The attached list of questions and City responses represent follow -up questions and responses from the latest meeting with the Church, held on September 18, 2012. Agreement from the Church must come from the Riverton Park UMC Planning and Building Conference, with whom the City has not met. The Cemetery has initially agreed to participate in the project. Like any other City infrastructure project, it is not typical to reach an initial agreement with property owners prior to grant acceptance. Formal negotiations with property owners related to compensation and easement agreements will occur once grant acceptance is approved and design commences. If the City approves acceptance of the grant funds, staff will proceed with design and negotiations with property owners. During design, staff will work with consultants and property owners to design a trail which minimizes impacts to adjacent property owners. Work to minimize impacts to property owners may include applying to WSDOT for a deviation to allow a trail width reduction where needed, storm drainage improvements on adjacent properties associated with storm drainage design of the trail, and replacement of fences, landscaping, and driveway and parking areas. In the event one or more property owner(s) are not amenable to participating in the trail project after acceptance of grant funds, the City would be required to pursue one of the following options: (1) proceed with eminent domain to acquire the right -of -way for the trail; (2) stop work and return any funds received to date to WSDOT. FINANCIAL IMPACT This is a reimbursement grant for costs incurred in the amount of $427,588.00. Included in the award is $29,138.00 for the Tukwila School District, for education, outreach, and encouragement activities. The remaining $398,450.00 is for design, right -of -way acquisition, and construction of the trail. There was no City match associated with this grant application. RECOMMENDATION The Council is being asked to approve acceptance of the grant award from WSDOT and consider this item at the October 8, 2012 Committee of the Whole meeting and subsequent October 15, 2012 Regular Meeting. ATTACHMENTS Award Letter from WSDOT Response to questions from Riverton Park United Methodist Church W: \Grants \Safe Routes to Schoo112010 Application\ Meetings& Correspondence \InfoMemo_SRTS_10- 1- 12.doc tiE MAY Washington State 12 Department of Transportation.,u UKw�LA Paula J. Hammond, P.E. Lic wdNKB Secretary of Transportation May 25, 2012 Mr. Bob Giberson Public Works Director City of Tukwila 6300 Southcenter Blvd. Tukwila, WA 98188 -2545 M. o t it* Transportation Building 310 Maple Park Avenue S.E. P.O. Box 47300 /��, O )f Al Olympia, WA 98504 -7300 C� 360- 705 -7000 TTY: 1- 800 -833 -6388 www.wsdot.wa.gov 2012 Safe Routes to School State Funding Dear Mr. G i p WSDOT is pleased to advise you that in the 2012 Supplemental Transportation Budget the following project was selected to receive state funding through the Safe Routes to School program. The state funding is limited to: Cascade View Elementary Safe Routes $427,588 Scope: The project includes multi -use path, assembly, walk to school event and walking school buses. NA/1<K fe.opv The funds will be administered through WSDOT's Highways & Local Programs (H &LP) Division on a reimbursement basis only. To authorize funding for this project, submit the H &LP State Funding Agreement, prospectus and any other items (electronic forms are available at http:// www. wsdot .wa.gov/TA/ProgMGt/PrgMgt.html) to your Region Local Programs Engineer. In addition, completion of Executive Order 05 -05 must occur prior to construction fund authorization. More information on Executive Order 05 -05 can be found at http: / /www.dahp.wa.gov/ pages /EnvironmentalReview /Laws.htm. In addition, the following are required: • Project must be obligated by May 1, 2013, or the funds will lapse. Quarterly Project Report is required to be completed by the end of March, June, September and December, to maintain funding. The on line database can be found at the following website: http: / /www.wsdot. wa.gov /TA/ProgMgt/QPR/QPR.html. To access the database your account name is Tukwila and password is Tukwi785 (the password is case sensitive). • Pre - project counts for walking and biking must be submitted with the construction funding request. • SRTS Final Report including post - project counts for walking and biking. Bob Giberson Public Works Director City of Tukwila 2012 Safe Routes to School State Funding May 25, 2012 After the agreement is signed, you will be notified that the funds have been authorized. Project expenditures are not eligible for reimbursement until after we provide notice that the funds are authorized. If the project includes any federal funds all FHWA requirements apply as outlined in the Local Agency Guidelines (LAG) manual. For assistance please contact Ed Conyers, your Region Local Programs Engineer, at 206.440.4734. Sincerely, Kathleen B. Davis Director Highways & Local Programs KBD:st:sas cc: Ed Conyers, Northwest Region Local Programs Engineer, MS NB82 -121 Charlie Howard, Transportation Director, PSRC 36 September 25, 2012 City of Tukwila Jim Haggerton, Mayor Department of Community Development Jack Pace, Director Mr. Robert W. Ives 8906 NE 21st Avenue Vancouver, WA 98665 Re: Additional Questions from Meeting on September 18, 2012 on Safe Routes to School trail project for Cascade View Elementary Dear Mr. Ives, Thank you for summarizing follow -up questions from Riverton Park United Methodist Church from our meeting on September 18, 2012. Below the questions summarized in your September 19, 2012 letter are copied in italics, with a City response underneath in regular text. 1. The copy of the grant application previously provided to the church indicates that 440 students live within 2 miles of Cascade View Elementary. The estimated number of those students walking to school is left blank. We would like to know what the estimated usage of the existing path across church property is. Also, what is the city's estimate of usage for an improved route if the trail is improved as planned? Based on an extrapolation of the student travel tally data submitted for the grant application, approximately 1/3 of students at Cascade View walk or bike to school. A large number of children have been observed using the existing path during Walking Audits and during a recent site visit to the Riverton Crest Cemetery. The City would expect the number of students to remain the same or to increase if the trail is improved as planned. 2. We discussed the drainage problem in the church parking lot and how the improved paved trail might worsen that problem. RPUMC would like to know, as part of the city's planning for the project, what steps the city may take to improve winter- weather drainage of the parking lot to enhance the safety of trail users and allow for use of the parking lot for church purposes in the winter. This is a significant factor in motivating possible congregation support for the project. Based on our site visit on September 24, 2012, there is an opportunity to provide the Church with a connection point to the City's drainage system as part of this project. The Tukwila Surface Water Engineer suggests the new system associated with trail construction consist of the following elements: • Connect the new drainage system to the existing City catch basin at the end of 32nd Ave S. • Install a bio -swale along the School's eastern property line between 32°d Ave S. and the Church property. • Install a piped system beneath the trail from the south end of the planned bio -swale to an area near the existing Church catch basin (SE corner of lot). • Install a connection between the new trail system and the Church catch basin located at the SE corner of their parking lot. • Consider pervious pavement with an under -drain or a piped detention facility to minimize downstream impacts. 6300 Southcenter Boulevard, Suite #100 • Tukwila, Washington 98188 • Phone 206 - 431 -3670 • Fax 206 - 431 -3665 3. We asked what the maintenance plan for the trail is. Once in place, what will the plan be to keep the trail safe and maintained? What will be the plan to provide seasonal trail maintenance, including snow and ice removal? The trail will become part of the City's trail system, and the City's maintenance responsibility will be outlined in the trail easement agreement. The trail will be put on a regular maintenance schedule for debris removal and vegetation management similar to the City's other trails. The City does not clear snow or ice from trails, and would rely on the public to report any maintenance needs that fall out of the regular maintenance cycle. 4. We asked if will be a part of the trail design. Because the grant for the trail is to support young students walking to and from elementary school, which may include early morning and late afternoon crossings during winter months, we feel that lighting would be important. If the improved trail promotes increased pedestrian traffic as it is designed to do, lighting will also serve pedestrians from the general public and RPUMC congregation members who may use the crossing. From a purely aesthetic perspective, night time lighting will also be welcome considering that the proposed trail is adjacent to a cemetery for most of its length. The City does not routinely include lighting as a trail design standard, and lighting was not included in the cost estimate for the trail upon which the grant award was based. Upon grant acceptance and selection of a consultant to design the trail, the City could request the consultant prepare a design for trail lighting for the City's consideration. The City would first need to ensure that the addition of lighting is within the scope of improvements that can be funded with the grant award. 5. We discussed a general indemnification from the city to be included in any formal easement agreement from RPUMC that supports the proposed trail. This is also essential to RPUMC's deliberations. We would ask that the city agree to indemnt6i the church for any injuries to people or damage to property incurred during construction of the trail or during the existence of the easement. Please let us know if this is acceptable. Per RCW 4.24.210, state law provides protection from liability for public and private property owners who allow members of the public to use their property for outdoor recreation. 6. As to any monetary compensation for the easement, RPUMC is interested in what your offer is for the planned easement. We note that the Project Schedule and Cost Summary Section of the Grant Application Form includes a budget item of $78,000 for "Right of Way" separate from engineering and construction costs. Given that RUMC is one of two property owners who might be compensated for the acquisition of an easement, what amount is the city prepared to offer RPUMC for the easement? This is obviously an important factor in the congregation's possible support. The City is required by state law to offer fair market value of the easement area to all three property owners, based on a formal appraisal and survey of the trail easement area. We understand that there is a need for prompt consideration of this project. RPUMC will also need to consider how the proposed easement may impact its previously approved plan for the property development. Also, any final agreement for an easement must be approved by the appropriate governing committees of the UMC Pacific Northwest Conference, who may bring up other matters of concern. The original easement area for the trail included in the previously- approved plan for the property development is eight feet wide. The City may need more or less area for the trail project, depending on the final design and configuration. Changes to cottage development plans necessitated through construction of the trail could be made as a modification to the approved design review. City construction of the trail will benefit Riverton Park Page 2 of 3 UMC by providing compensation to the Church for use of the easement area, as well as by offsetting the developer's costs of trail construction. We will take this issue to the Council Transportation sub - committee on October 1, 2012 and we encourage Church representatives to attend. Sincerely, Jaimie Reavis Assistant Planner Page 3 of 3 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2013 to 2018 PROJECT: Cascade View Safe Routes to School Project No. 91210301 Construct an off - street, paved shared use path, sidewalks, and a traffic circle at 33rd Ave S and S 140th St. DESCRIPTION: This route is identified in the Walking Audit prepared for the Cascade View school zone. S 140th St is one of the high priority missing sidewalk areas prioritized as part of the Walk and Roll Plan. JUSTIFICATION: Enhance safety for students walking to Cascade View Elementary School and encourage transportation choices for Cascade View neighborhood residents. STATUS: Phase I is construction of an off - street, paved shared use path between S 137th St and S 140th St. Phase II includes a traffic circle at 33rd Ave S/S 140th St. Also includes sidewalks on the east side of 33rd Ave S between S 140th St & S 144th St and the north side of S 140th St between Military Rd S and 34th Ave S. MAINT. IMPACT: New trail, traffic circle, and sidewalks will need to be maintained. Applying for a WSDOT Safe Routes to School grant for $428K for Phase I in 2012 with results in June 2012. Funding for Phase II will be part of a future grant application. COMMENT: FINANCIAL Through Estimated in $000's 2011 2012 2013 2014 2015 2016 2017 2018 BEYOND TOTAL EXPENSES "`f Project Location E s 6135S i20 1E it 1� .. ' 2T5 4 Phase II Design 41 14 ' C /7, 183 238 Land (RNV) y •• . L ' ' '• µNQ,. te'... f! ' t! . vi °G ......_ivMnie Pkwy ; -. - 78 78 Const . Mgmt. 45 126 171 Construction 250 530 780 TOTAL EXPENSES 0 119 309 0 0 0 0 0 839 1,267 FUND SOURCES Awarded Grant 119 309 428 Proposed Grant 750 750 Mitigation Actual 0 Mitigation Expected 0 City Oper. Revenue 0 0 0 0 0 0 0 0 89 89 TOTAL SOURCES 0 119 309 0 0 0 0 0 839 1,267 2013 - 2018 Capital Improvement Program 40 3 "`f Project Location E s 6135S i20 1E it 1� .. ' 2T5 4 t14 � \ q bD g Jdt 335 5S466S `� ' C /7, 7 1. L1S 150 5t ` .,` n 1 i S 166 St , f0a'SY= S 160 ... ..........:. ,..•.. --.st •`®' : y •• . L ' ' '• µNQ,. te'... f! ' t! . vi °G ......_ivMnie Pkwy ; -. - 2013 - 2018 Capital Improvement Program 40 3 Project Area Cascade View Elementary Trail Corridor & Property Owners Riverton Park UMC 41 42 TRANSPORTATION COMMITTEE Meeting Minutes October 1, 2012 — 5:15 p.m. — Conference Room #1 PRESENT Councilmembers: Staff: Guest: City of Tukwila Transportation Committee Allan Ekberg, Chair; Kathy Hougardy and De' Sean Quinn Bob Giberson, Frank Iriarte, Robin Tischmak, Jaimie Reavis, Cyndy Knighton, Jack Pace, Nora Gierloff, David Cline, Gail Labanara and Kimberly Matej Chuck Parrish, resident; and Jan Bolerjack, Riverton Park United Methodist Church; Hank Kerns, Forest Lawn (Dignity Memorial /Riverton Crest Cemetery) CALL TO ORDER: The meeting was called to order at 5:15 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. WSDOT Safe Routes to School Grant Acceptance: Cascade View Elementary School Staff is seeking Committee approval to enter into an agreement with Washington State Department of Transportation (WSDOT) to receive 2012 Safe Routes to School State Funding in the amount of $427,588 for a trail project connecting to Cascade View Elementary School. Staff originally applied for this funding in 2010, and the funding was not initially awarded. However, the project was placed on the State's contingency list, and the City was notified earlier this year that grant funds are available for this project. If accepted by the City, the grant funds will be utilized to build an off - street formal paved trail that provides access between Cascade View Elementary School and the neighborhood to the south. Educational opportunities and encouragement activities will also be planned emphasizing safe routes to schools and benefits of walking. Grant funds are made available on a reimbursement basis to the City, and there is no required City match. Additionally, if the City does not complete the project, WDSOT could require repayment of part or all of the grant monies. The project calls for the formal trail to pass through portions of two properties, the Riverton Park United Methodist Church and Riverton Crest Cemetery. Staff briefly discussed the need to acquire a portion of each property for the trail. Reverend Jan Bolerjack from Riverton Park United Methodist Church expressed some concerns regarding the possibility of altering or loosing church property which could ultimately result in a hardship for the Church. In contrast, Hank Kerns from Forest Lawn (Riverton Crest Cemetery) stated that the cemetery does not foresee concerns related to providing the City with an easement for the project, as compared to purchase, as long as ingress and egress to the cemetery is considered. Rev. Bolerjack commented that an easement without purchase may be an option that the Church would consider as it would not impact the future expansion needs of the property. The Committee thanked Rev. Bolerjack and Mr. Kerns for their input, and asked staff questions regarding the construction phase of the project. Staff replied that many of the details would not be known until the project design was complete. The design phase is estimated to cost $55,000. If the City decides not to proceed with the project after design, it is possible that WSDOT could ask for expended funds to be returned. The Committee agreed that this item should be forwarded to the COW for discussion. Committee Chair Ekberg and Committee Member Quinn recommend acceptance of the grant, and Committee Member Hougardy felt that it warranted full Council discussion. MAJORITY APPROVAL. FORWARD TO OCTOBER 8 COW FOR DISCUSSION. 43