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2016-02-02 City Council - Full Agenda-1075AGENDA CITY OF EDMONDS TRANSPORTATION BENEFIT DISTRICT BOARD Council Chambers, Public Safety Complex 250 5th Avenue North, Edmonds FEBRUARY 2, 2016 6:30 P.M. - CALL TO ORDER / FLAG SALUTE 1. Roll Call 2. Approval of Agenda 3. Approval of Consent Agenda Items A. AM-8289 Approval of Transportation Benefit District Minutes of August 18, 2015 4. (5 Minutes) Election of Transportation Benefit District Board President and Vice President for 2016. AM-8306 5. Audience Comments (3 minute limit per person) 6. (15 Minutes) 2015 Annual Report per RCW 36.73.160(2) AM-8313 7. (10 Minutes) Board Comments ADJOURN Packet Page 1 of 9 AM-8289 Transportation Benefit District Board Meeting Date: Time: Submitted By: Department: Tyne: 02/02/2016 Scott Passey City Clerk's Office Action Information Subject Title Approval of Transportation Benefit District Minutes of August 18, 2015 Recommendation Review and approve draft TBD minutes. Previous TBD Action N/A Narrative Attachment:Draft TBD minutes. Attachment 1 - 081815 Draft TBD Minutes Form Started By: Scott Passey Final Approval Date: 01/26/2016 Attachments Form Review Started On: 01/26/2016 10:02 AM 3. A. Packet Page 2 of 9 CITY OF EDMONDS TRANSPORTATION BENEFIT DISTRICT BOARD DRAFT MINUTES August 18, 2015 The Edmonds Transportation Benefit District meeting was called to order at 6:30 p.m. by Board President Fraley-Monillas in the Council Chambers, 250 5"' Avenue North, Edmonds. The meeting was opened with the flag salute. OFFICIALS PRESENT Adrienne Fraley-Monillas, Board President Kristiana Johnson, Board Vice President Michael Nelson, Board Member Lora Petso, Board Member Joan Bloom, Board Member Diane Buckshnis, Board Member Tom Mesaros, Board Member (arrived 6:40 p.m.) 1. ROLL CALL STAFF PRESENT Phil Williams, Public Works Director Jeff Taraday, City Attorney Scott Passey, City Clerk Jerrie Bevington, Camera Operator Jeannie Dines, Recorder City Clerk Scott Passey called the roll. All Board Members were present with the exception of Board Member Mesaros. 2. APPROVAL OF AGENDA BOARD MEMBER BUCKSHNIS MOVED, SECONDED BY BOARD VICE PRESIDENT JOHNSON, TO APPROVE THE AGENDA IN CONTENT AND ORDER. MOTION CARRIED UNANIMOUSLY. (Board Member Mesaros was not present for the vote.) 3. APPROVAL OF TRANSPORTATION BENEFIT DISTRICT MINUTES OF FEBRUARY 3, 2015 BOARD MEMBER BUCKSHNIS MOVED, SECONDED BY BOARD VICE PRESIDENT JOHNSON, TO APPROVE THE TRANSPORTATION BENEFIT DISTRICT MINUTES OF FEBRUARY 3, 2015. MOTION CARRIED (5-0-1), BOARD MEMBER NELSON ABSTAINED. (Board Member Mesaros was not present for the vote.) 4. AUDIENCE COMMENTS Al Rutledge, Edmonds, referred to recent increases in gas tax and recommended the Edmonds TBD remain as it is. Roger Hertrich, Edmonds, suggested if the TBD increased its rates that funds be dedicated to chip seal. He pointed out after doing chip seal projects last year, Public Works is not planning any chip seal projects this year. Edmonds TBD Board Draft Minutes August 18, 2015 Page 1 Packet Page 3 of 9 5. PRESENTATION OF THE SEMI-ANNUAL UPDATE FOR THE EDMONDS TRANSPORTATION BENEFIT DISTRICT Public Works Director Phil Williams presented the 2015 year-to-date review: • Edmonds City Council forms TBD on November 18, 2008 • TBD Board enacts $20/year fee with Ordinance No. 1 on February 17, 2009 • TBD successfully completed WSAO accountability audit in June for the fiscal period between January 2012 and December 2014 • 2014 audited results: $623,111 revenue, $595,176 expenses o $27,935 transferred to Fund 111 — Street Maintenance Fund • January to June 2015 TBD expenditures equal $367,211. • A total of $339,276 in vehicle fees was collected from Edmonds residents during the January 1, 2015, to June 30, 2015, period. • TBD revenues currently at 52.2% of annual budget expectations. First half vehicle fee receipts typically trend slightly higher than second half receipts. • An excess of $110,795 was transferred to Street Fund 111 (Street Maintenance) for expenditure in the second half of 2014. TBD eligible activities are generally expended more heavily during summer season. Mr. Williams described the 2015 paving program: • Total Funds - $1,704,000 0 2015 New appropriation - $1.25MM (DP33) ■ $550,000 General Fund ■ $700,000 REET 2 0 2014 Pavement project carry-over - $194,000 (approved 2/17/15) ■ $120,000 General Fund ■ $62,000 REET 2 ■ $12,000 REET 1 0 220th Street local match for Federal grant - $260,000 ■ Approved by Council 5/5/2015 • Projects: 0 76th Ave W (173rd — Haines Wharf) 0 76th Ave W (Haines Wharf — County Park) 96th Ave W (220th — Walnut) 0 220th St. SW (76th — Mountlake Terrace Line) 106th Ave W (229th — Robin Hood Drive Robin Hood Drive (106th — 104th) 0 104th (Hickman Park to Robin Hood) Driftwood (Spot Repair) o Meadowdale Beach (76th — 7035 Meadowdale Beach) o N. Meadowdale Rd. (76th — 16217 N. Meadowdale) Mr. Williams reviewed other TBD issues: The 2015 Legislature passed two bills relating to TBDs o Added an additional $20 to the authorized local license fee option o Created the opportunity to fold the operation and governance of the TBD into the existing City government system Discussion of these items will be scheduled at a later date after additional research and planning can be completed Mr. Williams provided photographs of asphalt repair and paving (currently not eligible for reimbursement from TBD revenues), signal maintenance and programming, and graffiti removal. Edmonds TBD Board Draft Minutes August 18, 2015 Page 2 Packet Page 4 of 9 Board Member Petso inquired about chip sealing. Mr. Williams said no chip seal projects were recommended this year as there were no obvious candidates and staff wanted to evaluate the three chip seal projects done last year. The most successful of the three were the two that were fog sealed (darker colored). He described fog sealing: chips are laid, rolled, and sprayed with asphaltic tack. That process which holds the chips much better was used on 2nd Avenue and on 73rd Place NW; 72nd which was not fog sealed has lost more chips. With $8,000410,000 of the above funds, staff plans to notify the neighbors of the intent to fog seal 72nd as well. Board Member Petso recognized all the roads cannot be addressed at one, noting this year's projects address some seriously lousy roads. She wanted to ensure staff was aware of the condition of Dayton between 5t' and 6th. Mr. Williams answered yes, and explained some very interim repairs to fill and pave over the worst 4-5 grade changes were done in recent weeks. He acknowledged it is not a real repair, just a bandaid. Board Member Petso asked about the timing of paving and utility work. Mr. Williams answered the limits of some projects are adjusted if utility work will be done in the next 24 months. Dayton is a good example; storm work will be done on Dayton from 5th to 9th. He noted contributions from the Utility Fund extend the funds for paving. Board Member Buckshnis commented Seattle does quite a bit of chip seal and recalled they were also doing slurry seal. Mr. Williams said slurry seal is an option for Edmonds; there may be recommendations for that next year, assuming there is a street preservation program next year. Staff has investigated Kirkland's slurry seals; it is typically more compatible with streets in better conditions such as within the first 5-10 years of wear. He agreed it was very inexpensive on per square yard basis. Board Member Buckshnis asked difference between slurry seal and chip seal. Mr. Williams answered the base material in a slurry seal is like coarse sand and flowable asphalt that goes on more like a liquid. Chip seal requires spraying the road with tack, adding the chips and rolling and then for several weeks picking up chips that did not stick. Chip seal does seal cracks but results in a fairly coarse, noisy street that will continue to shed chips over time. Chip seal costs a little more than slurry seal and lasts a little longer because it is thicker with a more wearable surface; slurry seals are quite thin. Slurry seals would be done every 5-10 years, chip sealing every 8-12 and full paving every 15-25 years. Board Member Buckshnis relayed her understanding a slurry seal could only be done on a more maintained roadway. Mr. Williams commented one of the challenges was the public's perception with the City spending time, money and resources on a road that looks pretty good and they question why the City is not working on roads that are in worse condition. Slurry seal requires outreach to ensure the public understands. Board Member Nelson referred to Mr. Williams' indication that asphalt and paving were not eligible for reimbursement from TBD revenues based on an ordinance. Mr. Williams explained at the time the TBD was formed and the fee adopted, it was determined the fee would generate $600,000-$700,000/year. The decision at that time was to place the revenue in a maintenance fund which was needed at that time because the General Fund was losing its capability to contribute to the Street Fund for maintenance and it was not enough to restart a paving preservation program. Therefore the ordinance was drafted to state TBD funds were not eligible to be used for paving. Board Member Nelson asked if staff would like to have the option to use TBD funds for paving. Mr. Williams explained each year staff limits expenses funded by TBD revenue by selecting a list of charging codes; TBD funds are not sufficient to cover all the Fund I I I expenditures. If additional TBD revenues became available, the list of eligible charging codes would need to be expanded. Edmonds TBD Board Draft Minutes August 18, 2015 Page 3 Packet Page 5 of 9 Board Member Buckshnis suggested looking into the use of TBD funds for paving, noting the TBD should fund pavement preservation. If the Council was interested in discussing that, Mr. Williams suggested the Council also discuss absorbing the TBD into general governmental operations. The Board/Council could authorize the funds to be used for anything the statute authorizes TBD funds to be used for. Board Member Bloom asked for a list of things the statue allows TBD funds to be used for. Mr. Williams said anything the Street Department does via the 111 Fund such as vegetation control, sidewalk maintenance and replacement, curb and gutter, anything related to pavement surface such as crack sealing, pothole repairs, point repairs, street lights, street light power bills, tree trimming in the right-of- way, response to storms. He summarized anything that occurs in the right-of-way is likely eligible. 6. BOARD COMMENTS Board Vice President Johnson looked forward to a more thorough discussion regarding transportation financing in future months. Board Member Nelson said Mr. Williams' report was very enlightening and he too looked forward to a future discussion regarding transportation financing. Board Member Mesaros apologized for arriving late, remarking it was due to traffic delays. His usual 45 minute trip from downtown Seattle took 90 minutes today. He said one of municipal government's roles is providing safe and quality transportation. He was glad to see the City was trying its best to do that and utilizing its resources accordingly. 7. ADJOURN With no further business, the TBD Board meeting was adjourned at 6:55 p.m. Edmonds TBD Board Draft Minutes August 18, 2015 Page 4 Packet Page 6 of 9 AM-8306 4 Transportation Benefit District Board Meeting Date: 02/02/2016 Time: 5 Minutes Submitted By: Scott Passey Department: City Clerk's Office Tyne: Information Subject Title Election of Transportation Benefit District Board President and Vice President for 2016. Recommendation Elect a TBD President and Vice President to serve in 2016. Previous TBD Action N/A Narrative Each year the TBD Board shall elect a President and Vice President to preside at TBD Board meetings. Form Review Fonn Started By: Scott Passey Started On: 01/27/2016 04:05 PM Final Approval Date: 01/27/2016 Packet Page 7 of 9 AM-8313 Transportation Benefit District Board Meeting Date: 02/02/2016 Time: 15 Minutes Submitted For: Phil Williams Department: Public Works Type: Information Subject Title 2015 Annual Report per RCW 36.73.160(2) Recommendation N/A Previous TBD Action N/A Submitted By: Scott Passcy Information Narrative The City of Edmonds is publishing the results of its Transportation Benefit District (TBD) operations for the calendar year 2015. The TBD was formed in November 2008 following procedures outlined in Revised Code of Washington 36.73 and in accordance with Edmonds City Code Chapter 3.65. In February 2009 a $20 local license fee was established by its Board of Directors, the Edmonds City Council. The publishing of this report is in accordance with RCW 36.73.160(2). In 2015 the TBD received a total of $687,421 in revenue from local license fees on vehicles registered within the jurisdictional limits of the City of Edmonds. These collected funds were expended for street maintenance, preservation, and operation of the street transportation system within the City's boundaries. TBD-funded activities included localized pavement repairs, pothole repairs, signage management, maintenance of pavement markings (buttons, curb paint, etc.), crosswalk painting, and traffic signal maintenance and repair. The City expended a total of $715,536 towards these activities in 2015. Please see attached Fund Balance Sheet for additional information. Attachments Attachment 1 - TBD Fund Balance Sheet Form Review Inbox Reviewed By Date Public Works Phil Williams 01/28/2016 03:10 PM Form Started By: Scott Passey Started On: 01/28/2016 03:05 PM Final Approval Date: 01/28/2016 Packet Page 8 of 9 Schedule of Revenues, Expenditures and Changes in Fund Balance Transportation Benefit District January 1, 2015 through December 31, 2015 (Unaudited Cash Basis) Revenues $20 Vehicle Registration Fee Total Revenues Expenditures Professional Services Insurance Road Maintenance (includes repairs, patching, crack sealing) Labor & Benefits Supplies Traffic Control Labor & Benefits Supplies Vehicle Charges Excess Transferred to Street Fund Total Expenditures Net Change in Fund Balances Fund Balances - Beginning Fund Balances - Ending $ 687,421 687,421 3,828 2,500 143,680 23,533 220,212 103,387 135,118 83,097 715,356 (27,935) 27,935 n Packet Page 9 of 9