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Home My WebLink AboutLUTC PKT 09-08-2008 ORIG/;VAL City of Federal Way City Council Land Use/Transportation Committee September 8, 2008 5:30 p.m. City Hall Council Chambers MEETING AGENDA 1. CALL TO ORDER 2. APPROVAL OF MINUTES: August 4, 2008 3. PUBLIC COMMENT (3 minutes) 4. BUSINESS ITEMS A. Low Impact Development Grant Update Action Robinett/30 min. B. Lee Home Demolition- Retainage Release Action Bailey/5 min. C. Commute Trip Reduction (CTR) Program Implementation Agreement with King County Action Long/5 min. 5. FUTURE MEETINGS/AGENDA ITEMS 6. ADJOURN Committee Members Linda Kachmar, Chair Jim Ferrell Dini Duclos City Staff Cary M Roe, P.E., Assistant City Manager/Emergency Manager Darlene LeMaster, Administrative AssistantII 253-835-2701 G:ILUTCILUTC Agendas and Summaries 2008\9-08-08 LUTC Agenda.doc OCity of Federal Way City Council Land Use/Transportation Committee August 4, 2008 5:30 PM City Hall City Council Chambers MEETING MINUTES In attendance: Committee Chair Linda Kochmar, Council Member Jim Ferrell, Council Member Jeanne Burbidge, Assistant City Manager/Chief Operations Officer/Emergency Manager Cary Roe, City Staff Attorney Monica Buck, Director of Community Development Services Greg Fewins, Acting Deputy Public Works Director Marwan Salloum, Street Systems Project Engineer John Mulkey, Street Systems Engineer Jeff Huynh, Senior Planner Margaret Clark, Senior Planner Joanne Long-Woods, Associate Planner David Lee, and Administrative Assistant II Darlene LeMaster. 1. CALL TO ORDER Committee Chair Kochmar called the meeting to order at 5:30 PM. Committee Member Duclos was excused. 2. APPROVAL OF MINUTES The July 21, 2008 LUTC meeting minutes were approved. Moved: Ferrell Seconded: Kochmar Passed: Unanimously, 2-0 3. PUBLIC COMMENT No public comment was received. 4. BUSINESS ITEMS A. Eagle Manor Preliminary Plat David Lee provided background information on this item. Committee Chair Kochmar stated that at the public hearing on this item, a citizen proposed that a fence be built between the plat and a neighboring property owner. Mr. Lee confirmed that there is nothing in the City Code that would dictate a fence is built. Staffwill encourage the developer to work with the neighboring property owner on this issue. Moved: Ferrell Seconded: Kochmar Passed: Unanimously, 2-0 Committee PASSED Option 1 to the September 2, 2008 City Council Consent Agenda for approval. B. 2008 Asphalt Overlay - Proiect Acceptance and Retainage Release John Mulkey provided background information on this item. Council Member Burbidge asked if the City has any knowledge of an asphalt shortage. Mr. Mulkey responded that the contractor on this project did not experience any asphalt shortage at the time of this project. No other City projects have been affected either. Committee Chair Kochmar asked how staff was able to come in so far under budget. Mr. Mulkey answered that part was due in fact to the contingency not being needed. This particular project was completed in record time. Money was saved as fewer working days equals less traffic control needed. Much of the savings was due to less time being used to complete the project. Committee Chair Kochmar congratulated Mr. Mulkey for another job well done efficiently and under budget. Moved: Ferrell Seconded: Kochmar Passed: Unanimously, 2-0 Committee PASSED Option 1 to the September 2, 2008 City Council Consent Agenda for approval. G:ILUTCILUTC Agendas and Summaries 2008\8-04-08 Minutes.doc Land Use/Transportation Committee Page 2 ' July 21,2008 C. Status Update - 2008 Planning Commission and Long Range Planning and Work Program Margaret Clark provided background information on this item. There was no discussion on the "work plan". Committee Chair Burbidge asked about the Notice for Transitional Housing. Ms. Clark explained that if a particular use meets all of the code requirements, there would be no reason not to allow it. Staff will be re- evaluating the requirement of issuing a 'notice". Councilmember Burbidge inquired as to whether social services transitional housing could be separated out of its category and possibly dealt with faster as an individual item? Ms. Clark responded that staff is currently working on this category's code amendments as a whole; however, she and staff will look into this. Ms. Clark asked for direction as to presenting this item at the upcoming Council meeting. This item was information only. No action was taken. Committee Chair Kochmar requested this item be presented at the September 16,2008 City Council meeting as an information only item. 5. FUTURE MEETING The next regularly scheduled LUTC meeting will be held September 8, 2008 at 5:30 PM. 6. ADJOURN The meeting adjourned at 5:53 PM. G:\LUTClLUTC Agendas and Summaries 2008\8-04-08 Minutes.doc COUNCIL MEETING DATE: September 16,2008 ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Low Impact Development Grant Update POLICY QUESTION: Does Council approve staffs recommendations on the Puget Sound Partnership (PSP) grant for the integration of Low Impact Development (LID) into City regulations and direct staff to move forward with development of incentives and criteria of LID use. COMMITTEE: LAND USE AND TRANSPORTATION MEETING DATE: 09-08-08 CATEGORY: [8] Consent D Ordinance D Public Hearing D City Council Business D Resolution D Other STAFF REpORT By: Ken Miller, P.E., Deputy Director Public Works ~ DEPT: Public Works Dept. ____._._.___._..__._.__.___..__l?.on Ro!?JE-ettz.. ESA.~ NP!?~_~._g~~.!~inator .J) R.____._______.______.______________ Attachments: Land Use and Transportation Memo and attachments dated September 8, 2008 Options Considered: 1. Approve staffs recommendations on the PSP grant for the integration of Low Impact Development (LID) into City regulations and direct staff to move forward with development of incentives and criteria of LID use. 2. Do not approve staff s recommendations on the PSP grant for the integration of LID and provide direction to staff. CITY MANAGER ApPROVAL: mends Option 1 DIRECTOR ApPROVAL: thw\ Committee . Council Council COMMITTEE RECOMMENDATION: LUTC recommends forwarding Option I to the September 16,2008 Council Consent Agenda for approval. Chair Member Member PROPOSED COUNCIL MOTION: "I move approval of staff's recommendations on the PSP grant for the integration of Low Impact Development (LID) into City regulations and direct staff to move forward with development of incentives and criteria of LID use. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLEDIDEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 0210612006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # CITY OF FEDERAL WAY MEMORANDUM DATE: TO: VIA: FROM: SUBJECT: September 8, 2008 Land Use and Transportation Committee Cary M. Roe, P.E., Assistant City Manager, Chief Operations Officer, Emergency Manage~ Ken Miller, P.E., Deputy Public Works Director ~ Don Robinett, CPESC, ESA & NPDES Coordinato~e. Low Impact Development Grant Update BACKGROUND: The NPDES Phase II Municipal Stormwater Permit for Western Washington was issued by the Department of Ecology (DOE) on January 17,2007 and went into effect on February 15,2007. One of the many requirements identified in the permit is to modify or update the City's codes and ordinances to: ". . . allow non-structural preventative actions and source reduction approaches such as Low Impact Development Techniques (LID), measures to minimize the creation of impervious surfaces and measures to minimize the disturbance of native soils and vegetation." (NPDES Phase II Permit - S5.C4.a.iv.) In December of 2007 the City of Federal Way was awarded a technical assistance grant from the Puget Sound Partnership (PSP) for the integration of LID into local regulations. Since February of2008 an interdepartmental task force (the LID Team), composed of staff representing Public Works, Community Development, South King Fire & Rescue and the City Manager's Office has been working with PSP and the consultant AHBL on how LID could be integrated into City codes. The goal of the LID integration process is to recommend modifications to the City's development regulations to give developers the option to use LID techniques in new or redevelopment projects. Use of these LID techniques would be optional and not required. The City of Federal Way is one of 13 jurisdictions awarded this grant in 2008. Similar grants have been awarded to 19 other Puget Sound jurisdictions in previous years. Nine of those 19 jurisdictions have already adopted some or all of the LID integration recommendations developed under the grant. Technical Review and LID Grant Process to Date · LID Team members reviewed the former Puget Sound Action Team's (now PSP's) 2005 LID Technical Guidance Manual to determine if there were any LID techniques that should not be permitted in the City due to conflicts with existing regulations. While no LID techniques were eliminated as options, limitations and constraints for specific techniques were identified. · AHBL and the LID Team reviewed and identified existing code sections, which may provide conflicts for the potential LID integration. · A list of possible incentives for LID projects was reviewed by the LID Team. Based on the comments of the LID Team, an abridged list of proposed incentives was created (see Attachment A). · Surface Water Management, Streets, Development Services and LID Team members met and identified limitations for specific LID techniques for use in public ROW (see Attachment B). · The LID Team and AHBL met to review rough drafts of proposed revisions and additions to City regulations. Proposed code changes included changes to off-street parking regulations and the addition of a Planned LID Project code section. September 8, 2008 Land Use and Transportation Committee LID Grant Update Page 2 The result of the LID Grant efforts will be a set of recommendations, including code revisions, on how to integrate LID into the City's existing regulations. These recommendations are expected to be delivered by the consultant to the City in December of2008/January of2009. Staffwill then review these final recommendations and return to Council in early 2009 with the proposed recommendations and code reVISIons. ACTION ITEMS Prior to proceeding with drafting proposed code changes, staff is seeking Council's input and direction on the continuing LID Grant process, specifically in regards to the LID Team's conclusions/ recommendations on the following issues: 1. Planned LID Proiect Code Addition - Creation of a new code section which would establish clear criteria which development projects must meet to receive a special package of incentives. Examples of criteria which could be used to meet the "Planned LID Project" definition include: . Minimum percentage (e.g. 10 to 35%) ofland set aside as native/natural vegetation areas . Maximum percentage (e.g. 15 to 70%) of impervious surfaces . Minimum percentage (e.g. 40 to 80%) of stormwater volume reduction 2. LID Incentives - Attachment A provides a list of recommended incentives that could be used to encourage the use of LID and/or applied as a package of incentives for developments that meet the criteria of a Planned LID Project. 3. Limitations of LID in Public ROW - Attachment B identifies the Public Works Department's proposal to limit the use of specific LID techniques within public right of way. 4. Off-Street Parking Code Amendments - The City's existing code (FWCC 22-596 through 22- 875) establishes the minimum number of parking spaces by zoning and proposed land use. AHBL recommends setting off-street parking (parking lots) maximums (maximum number of stalls) in an effort to reduce the amount of impervious surfaces on new construction. In an effort to accomplish this goal, while still allowing for additional parking, the LID Team proposes to require developments to mitigate all parking stalls above the established minimum with LID techniques (Le. pervious paving, rain gardens, etc.). cc: Project File Day File September 8, 2008 Land Use and Transportation Committee LID Grant Update Page 2 The result of the LID Grant efforts will be a set of recommendations, including code revisions, on how to integrate LID into the City's existing regulations. These recommendations are expected to be delivered by the consultant to the City in December of 2008/January of 2009. Staff will then review these final recommendations and return to Council in early 2009 with the proposed recommendations and code reVISIons. ACTION ITEMS Prior to proceeding with drafting proposed code changes, staff is seeking Council's input and direction on the continuing LID Grant process, specifically in regards to the LID Team's conclusions/ recommendations on the following issues: 1. Planned LID Proiect Code Addition - Creation of a new code section which would establish clear criteria which development projects must meet to receive a special package of incentives. Examples of criteria which could be used to meet the "Planned LID Project" definition include: · Minimum percentage (e.g. 10 to 35%) of land set aside as,native/natural vegetation areas · Maximum percentage (e.g. 15 to 70%) of impervious surfaces · Minimum percentage (e.g. 40 to 80%) of storm water volume reduction 2. LID Incentives - Attachment A provides a list of recommended incentives that could be used to encourage the use of LID and/or applied as a package of incentives for developments that meet the criteria of a Planned LID Project. 3. Limitations of LID in Public ROW - Attachment B identifies the Public Works Department's proposal to limit the use of specific LID techniques within public right of way. 4. Off-Street Parking Code Amendments - The City's existing code (FWCC 22-596 through 22- 875) establishes the minimum number of parking spaces by zoning and proposed land use. AHBL recommends setting off-street parking (parking lots) maximums (maximum number of stalls) in an effort to reduce the amount of impervious surfaces on new construction. In an effort to accomplish this goal, while still allowing for additional parking, the LID Team proposes to require developments to mitigate all parking stalls above the established minimum with LID techniques (i.e. pervious paving, rain gardens, etc.). cc: Project File Day File ATTACHMENT A Proposed LID Incentives Recommended Incentives: Public Recognition · Publicly recognize LID projects on the City's website, in press releases, at Council meetings and in City newsletters. · This incentive would highlight the great LID development projects going on throughout Federal Way and help raise public awareness about LID. Issues · Impacts on staff time Flexibility in Building Dimensional & Height Restrictions · Allows greater building heights and floor area ratios as well as reduced setbacks. · Provides flexibility in overall site design. · Can result in a reduction in building footprint and impervious surfaces. Issues · Consistency/compatibility with existing development and urban design goals. · May not be applicable to single family construction due to view concerns. Adjustments to the Required Parking · Reducing parking is both an incentive and a LID technique for reducing impervious surfaces. It encourages LID projects by reducing development costs and increasing buildable area. It can also result in less impervious surfaces and increased aesthetic values through landscaping and retention of native vegetation. · Allow for reduced parking requirements below the established minimums (FWCC 22-596 through 22-875). For example a 10% reduction in parking requirements could be given to Planned LID Projects. Reduction of Road and Sidewalk Widths · This is both a LID technique and an incentive (reduced paving costs). · Staff will need to develop clear criteria for when it will be allowed. Issues · Emergency vehicle access - South King Fire and Rescue require a minimum 20 foot wide travel surface to accommodate its emergency equipment and outriggers. · Consistency with surrounding uses - Staff would need to evaluate neighboring road and sidewalk widths to determine feasibility otherwise sidewalk width could change from between eight and six foot width on the same street. · On-street parking - Reduction of road widths would likely result in a reduction of on- street parking. Surface Water Utility Fee and Development Review · Current fee structure provides a flat rate for residential. Commercial rates are based on the percentage of impervious surfaces. · Fees for commercial development will reduce under the existing rate structure based on the amount of impervious surfaces. · Allow developers to reduce the amount of conventional stormwater management when they implement LID or un techniques. Example, if roof runoff is re-used onsite, or infiltrated on-site, the development can remove the roof square footage in the calculations for determining detention pond size. Expedited Review · LID project applications would be reviewed on a priority basis ahead of non-LID development applications which have been submitted prior to the LID project. · One alternative would be to move LID projects to the top of the queue of the development projects waiting to be reviewed during their first round of submittal reviews, instead of each time revisions are submitted. Issues · Review of non-LID projects would be delayed, with little to no notice to applicants. Limited Intrusion into Critical Areas Buffers with LID · Critical area code would be amended to allow for limited intrusion into critical area buffers with specific LID techniques such as rain gardens and bioretention areas. · Clear criteria would be established for the following: a) the extent of intrusion allowed, b) the types of LID permitted in buffers, and c) protection ofthe function and value ofthe buffer. Issues · Preservation of critical area and buffer habitat values and function. Limited Intrusion into Open Space · Open space code would be amended to allow for limited intrusion into open space areas with specific LID techniques such as rain gardens and bioretention areas. · Clear criteria would be established for the following: a) the extent of intrusion allowed, b) the types of LID permitted in buffers, and c) protection of the function and value of the open space. Issues · Preservation of open space values and function. Flexibility of Landscape Requirements · Landscape code would be amended to allow for greater flexibility in the landscape requirements for LID projects. · Code changes would reduce requirements or provide greater flexibility from the existing landscaping requirements in exchange for certain LID techniques, such as rain gardens and bioretention areas. · Clear criteria would need to be established. Issues · Decreases formalized landscaping. Potential incentives that have been eliminated include: · property tax reductions, · increased densities, and · reduced application fees. ATTACHMENT B Proposed Limitations to LID Use in Public ROW 1. Pervious Paving a) Not permitted in the travel lanes b) Allowed for sidewalks, separated bike lanes and trails Issues 1. Staff resource impacts 1. Staff would need to be trained on how to identify, inspect, maintain, repair/replace pervious asphalt and concrete. 2. Pervious paving materials are currently not as readily available as standard concrete or asphalt, so additional time would be incurred in attaining these materials. 11. Costs of repair and replacement 1. Currently costs for repair and maintenance of pervious paving are much higher than standard paving. 111. Spill containment and clean up costs, as well as impacts to traffic during clean ups: 1. Spill clean up would likely require removal of pervious paving materials and the contaminated sub-grade and soils if travel lanes were paved with pervious materials. This could result in: a. increased clean up costs in terms of time involved and materials used; and b. increased traffic impacts as the road section would be out of service longer. 2. Containment of spills may be more difficult depending on subsurface flow of contaminants, however this situation is unlikely. Note: These projected cost increases are based on comparison to typical spills that would be contained within the City's stormwater systems (i.e. pipes, catch basins, manholes, etc.). When compared to situations where a spill makes its way into a stream, wetland or other natural waterways, the cost of clean up on pervious paved areas may be less expensive. IV. Potential confusion over mixed use of impervious and pervious paving by maintenance staff and utility operators (i.e. Lakehaven Utility District, cable television, etc). v. Impacts to franchise agreements/utilities 1. Lakehaven Utility District, cable television companies and other utilities performing work in the right-of-way would incur increased cost and time impacts when working in pervious paved areas. 2. Tree Wells, Rain Gardens and Bioretention Areas a) Allowed on a limited basis in the public right-of-way, depending on site conditions and criteria created by staff b) Staff will need to develop clear criteria for when it will be allowed in the right-of-way Issues 1. Staff resource impacts I. Maintenance staff would require training on the inspection, maintenance and repair and placement of these best management practices (BMP). 2. Maintenance of this BMP would likely be more time intensive than maintenance of standard structures. n. Costs - It is unclear whether installation, maintenance and repair of these LID techniques would be more or less cost effective over time when compared to conventional BMPs (i.e. manholes, catch basins, pipes, ponds, water quality treatment facilities, etc.). 3. Reduction of Road and Sidewalk Widths (same comments and issues as Attachment A) a) This is both a LID technique and an incentive (reduced paving costs). b) Staff will need to develop clear criteria for when it will be allowed. Issues 1. lll. Emergency vehicle access - South King Fire and Rescue require a minimum 20 foot wide travel surface to accommodate its emergency equipment and outriggers. n. Consistency with surrounding uses - Staff would need to evaluate neighboring road and sidewalk widths to determine feasibility, otherwise sidewalk widths could change from between eight and six foot width on the same street. On-street parking - Reduction of road widths would likely result in a reduction of on- street parking. COUNCIL MEETING DATE: September 16,2008 ...............................-....................... ................................... ........-........................ ................-.............--................... .................................................. .. ......................................-..-.............................. ITEM #: CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: Le Residential Demolition - Final Acceptance and Retention Release POLICY QUESTION: Should the Council accept the Le Residential Demolition at 32821 42nd Avenue SW performed by Hoffman Construction Inc. as complete? COMMITTEE: Land Use and Transportation Committee MEETING DATE: September 8, 2008 CATEGORY: [8J Consent D City Council Business D Ordinance D Resolution D Public Hearing D Other DEPT: Community Development Services .~!.~.FF}~~~:I.'.g~!!!y~__~:.~~~_~~~~y-'-..l.?~~1.~i.~gQffl~i.~L_...__.....____ Attachments: August 11,2008, memorandum to the Land Use and Transportation Committee. Options Considered: 1. Authorize the final acceptance of the Le Residential Demolition at 32821 42nd Avenue SW in the amount $32,512.48 as complete and release of the retention. 2. Do not authorize the final acceptance of the Le Residential Demolition at 32821 42nd Avenue SW in the amount $32,512.48 as complete and provide direction to staff. STAFF RECOMMENDATION: Staff recommends forwarding Option 1 above to the September 16, 2008, City Council Consent Agenda for approval. CITY MANAGER ApPROVAL: ~ Committee' Council DIRECTOR ApPROVAL: e:tf CommIttee Council COMMITTEE RECOMMENDATION: Forward staff recommendation of Option I to the September 16,2008, City Council Consent Agenda for approval. Linda Kochmar, Chair Jim Ferrell, Member Dini Duclos, Member PROPOSED COUNCIL MOTION: "I move final acceptance of the Le Residential Demolition at 32821 42"d Avenue SW in the amount $32,512.48 as complete and the release of the retention." (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL ACTION: o APPROVED o DENIED o TABLEDIDEFERREDINO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02106/2006 COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # K:\CD BuildinglBuilding Official\Unfit Structures\Le Residential\Le demo retention cc agenda bill.doc A Federal Way MEMORANDUM DATE: To: Via: FROM: SUBJECT: August 11, 2008 Land Use and Transportation Committee Cary Roe, Assistant City Maoar~ R. Lee Bailey, Building Official Le Residential Demolition - Final Acceptance and Retention Release BACKGROUND Prior to release of retention on a Community Development Services unfit structure demolition project, the City Council must accept the work as complete to meet State Department of Revenue and State Department of Labor and Industries requirements. The Le Residential Demolition project (32821 42nd Avenue SW) with Hoffman Construction Inc. (contract #AG08-058) is complete. The final demolition contract amount is $32,512.48. This is the final amount for the Hoffman contract approved by the City Council on April 16, 2008. c: Project File .-.---..................................-............-..-...-......................................-..---.--.-....--....-.....-......-........................ COUNCIL MEETING DATE: September 16, 2008 ITEM #: .........................................................-.-...-.-...................--...........--.-.....-..-..........................................................-..-......-......... CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT: 2008-2009 Commute Trip Reduction (CTR) Program Implementation Agreement with King County POLICY QUESTION: Should the City Council authorize staff to enter into an agreement with King County for 2008-2009 CTR program implementation? COMMITTEE: Land Use and Transportation Committee MEETING DATE: Sept. 8, 2008 CATEGORY: IZI Consent 0 Ordinance 0 Public Hearing o City Council Business 0 Resolution 0 Other STAFF REpORT By: Sarady Long, Traffic Engineer -;t,/ DEPT: Public Works -.-...-......m............_.................m___._....g~.~~Per~~1...r.:g:1mf.!!Y...!~:ffi~~.g!~~~E...at:.....mm........_......m.____.....m.._..._..___.........__.__._...._..............._ Attachments: 1. Memorandum to LUTC dated September 8, 2008 (with Exhibits). Options Considered: 1. Authorize staff to enter into an agreement with King County for 2008-2009 CTR program implementation. 2. Do not authorize staff to enter into an agreement with King County for 2008-2009 CTR program implementation and provide direction to staff. -....-..............---...-...............--........-...-.......................---......................-.............................-..--...-............................--.-.----..--..........................--.............-........--....-.....-.--...--.-.-........-.---....-.......--.. STAFF RECOMMENDA nON: Staff recommends Option 1. Council DIRECTOR ApPROVAL: 01V'( Committee Council CITY MANAGER ApPROVAL: COMMITTEE RECOMMENDATION: Forward the staff recommendation to the September 16,2008 City Council Consent Agenda for approval. Linda Kochmar, Chair Jim Ferrell, Member bini Duclos, Member PROPOSED COUNCIL MOTION: "Authorize staff to enter into the 2008-2009 Commute Trip Reduction Program Implementation Agreement with King County. " COUNCIL ACTION: o APPROVED o DENIED o TABLEDillEFERRED/NO ACTION o MOVED TO SECOND READING (ordinances only) REVISED - 02/06/2006 (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) COUNCIL BILL # 1 ST reading Enactment reading ORDINANCE # RESOLUTION # CITY OF FEDERAL WAY MEMORANDUM SUBJECT: September 8, 2008 Land Use and Transportation Committee Cary M. Roe, P.E., Assistant City Manager, Chief Operating Officer, Emergency Manager ~ Rick Perez, P .E., City Traffic Engineer II!( Sarady Long, Senior Transportation Planning Engineer ~ 2008-2009 Commute Trip Reduction (CTR) Act Implementation Agreement with King County DATE: TO: VIA: FROM: BACKGROUND: The Washington State's Commute Trip Reduction (CTR) Law requires all major employers, both public and private, who employ one hundred (100) or more full-time employees, scheduled to arrive at a single worksite between 6:00 am to 9:00 am, to develop plans and programs to reduce Single Occupant Vehicle (SOV) and Vehicle Miles Traveled (VMT) commuting trips. Currently, there are 12 major employers in Federal Way that are affected by the CTR Law. In order to comply with the State CTR Law and to ensure consistency and fairness in its administration, the City entered into a Professional Services Agreement with King County. The purpose of the agreement is to delegate implementation of the CTR Act as required by State law and local CTR Ordinances to King County. The work to be performed under this agreement is described in the attached Exhibit A, Commute Trip Reduction Services Contract Scope of Work Period July 1, 2008 through June 30, 2009. Over the last ten (10) years the City has been contracting with King County for the CTR support services to implement the program. Staff believes this is a cost-effective relationship, as most cities have a full- time CTR coordinator. The 2008-2009 Professional Service Agreement will be fully funded by the State CTR grant. Based on the current 12 affected worksites, the City of Federal Way will receive approximately $28,226. The State CTR grant would be sufficient to fund the 2008-2009 Agreement with King Metro, which is at $24,548. Please see attached Exhibit B for assumptions of State grant and expenditures. Attachments: Exhibit A Exhibit B K:\LUTC\2008\09-08-08 2008-2009 KC CTR Contract LUTC memo_doc City of Federal Way - Exhibit A Commute Trip Reduction Services Contract Scope of Work Period: July 1, 2008, through June 30, 2009 L Required Activities A) Notification of new worksites: 1. Identify contact for potential sites 2. Send notification inquiry 3. Follow up with site 4. Confirm status (send second letter) 5. Secure State code 6. Create timeline and legal file 7. Conduct Baseline CTR surveys and Initial Employer Program Report B) Administration of CTR Surveys: 1. Prepare and send survey notifications and an enhanced survey response form (SRF) to each site 2. Schedule and hold survey briefings 3. Follow up with phone calls and emails for sites with late SRFs 4. Review and grant extensions 5. Set up and assist sites in the online survey system 6. Mail surveys to, and assist sites with paper surveys 7. Track survey completion and processing 8. Send survey results to employer 9. Make recommendations for programs based on review of work site policies and review of survey, site and zip code data C) Employer Report (Initial Report Only): 1. Send report reminder letters for initial report 2. Monitor program report receipt 3. Follow up with sites with late program reports via phone or email 4. Review and grant extensions 5. Provide ongoing assistance to ETCs with the online report system 6. Review all program reports for completeness and potential for trip reduction · Guaranteed Ride Home · Parking Management · Incentives/Subsidies or Pre-Tax benefit · Program Summary for employees 7. Recommend action to jurisdiction 8. Generate approval letter for City signature 9. Complete report entry and approve in the online system 1 D) Communicate Changes in Law and Ordinance to All Employers: 1. Update all written communication pieces with respect to changes in CTR Law and Ordinance, including: New site notification letters and forms, Next Step letters that accompany survey results, Survey Interpretation Guide, Report Reminder letters, all ETC training materials and descriptions of reduction goals. 2. Create and send site-specific letters to ETCs describing changes to the Ordinance, the new employer requirements, reduction goals and timing of surveying and reporting. Require ETCs to confirm receipt of updated information. 3. Update Commute Solutions website with new ordinances and descriptions E) Review of Exemptions: 1. Inform ETCs about process and criteria 2. Receive requests and copy to City 3. Copy request to State for comment 4. Review and analyze request and provide comments to City 5. Contact employer as needed, generate and send response per City F) Record Maintenance: 1. Maintain database on all affected sites 2. Maintain database on all ETCs 3. Maintain master file records on all affected sites 4. On a quarterly basis, provide WSDOT with hard copy of each employer program report approved within the quarter 5. Provide WSDOT with an electronic copy of the CTR database of the City's CTR- affected employers, quarterly or as required by WSDOT 6. Provide quarterly report information for jurisdiction to conduct State funds billing 7. Retool CTR database to reflect new ordinance requirements G) Compliance: 1. Non-compliance issues a. Review legal guidelines b. Document infractions (emails sent, legal files, phone calls) and assemble information for review c. Determine next steps with jurisdiction d. Provide legal files for jurisdiction to review e. Consult with jurisdiction f. Prepare and send correspondence to site 2 IL Emolover Service Activities A) Employer Training: 1. Outreach activities with new site(s) and/or ETC a. Schedule and meet with ETC; discuss the requirements ofthe law, survey requirement, program development, training and networking opportunities b. Assist with setting up baseline survey (new site only) c. Complete analysis for survey results d. Assist with program element implementation (when necessary) 2. Schedule, promote, register and conduct ETC Basic Training a. ETCs attendance at Part 1 of Basic Training (ETC Orientation) b. ETCs attendance at Part 2 of Basic Training (Program Development) c. ETCs attendance at survey briefings B) Incentives: Purchase incentives for worksites as directed by the City C) Employer Outreach, Promotion and Marketing: 1. Analyze survey results and employer reports to determine areas and sites with potential for trip reduction and develop recommendations for jurisdiction of target sites for enhanced outreach to achieve trip reduction. 2. Meet with ETCs/PMs to discuss program and product opportunities on an ongoing basis (may include leveraging financial support, meeting with management, conducting a cost analysis of parking vs. subsidies) 3. Assist sites in developing site-specific Program Summary Brochure 4. Conduct employer commute and relocation events a. Conduct origin and destination analysis based on CTR survey data and provide solution/recommendations b. Conduct route planning and/or van and carpool formations 5. Schedule, promote, engage speakers and facilitate Employer Network group meetings 6. Send traffic alert reports via email to all ETCs 7. Send other transportation related news/announcements via email to all ETCs 8. Mail transportation related packets to all sites 9. Coordinate, promote and mail Wheel Options/Bike to Work Day packets to sites 10. Coordinate City-specific promotion (as applicable) 3 CITY OF FEDERAL WAY Exhibit B Commute Trip Reduction Services Period: July 1, 2008 through June 30, 2009 FUNDING State CTR Funds TOTAL FUNDS AVAILABLE $ 28,226.00 NUMBER OF SITES 12 CTRSERVICESCONTRACT ReQuired Activities A. Notification of new worksites $ 408 B. Administration of CTR Surveys $ 3,570 C. Employer Report $ 408 D. Communication of Law and Ordinance Changes $ 3,606 E. Review of Exemptions $ 306 F. Records Maintenance $ 4,284 G. Compliance $ 408 Total ReQuired Activities $ 12,990 Emplover Service A. Employer Training $ 1,062 B. Incentives $ 1,000 C. Employer Outreach, Promotions, and Marketing $ 9,496 Total Employer Service $ 11 ,558 CONTRACT TOTAL $ 24,548