HomeMy WebLinkAbout10-28-2013 k Planning and Community
Aan•or ,•.jT'n �° T• Development
U B: — -R V October 28, 2013 - 5:00 PM
WAS1-11N ETON Annex Conference Room 2
MINUTES
I. CALL TO ORDER
Chair Nancy Backus called the meeting to order at 5.00 p.m. in Annex
Conference Room 2 located on the second floor of One Main Professional
Plaza, One Main Street, Auburn, Washington.
A. Roll Call
Planning and Development Committee Chair Nancy Backus and Vice-
Chair John Holman were present. Member Largo Wales was
excused. Also present were Mayor Pete Lewis, Planning and
Development Director Nancy Welch; Advisor to the Mayor Michael
Hursh; Finance Director Shelley Coleman; Parks, Arts and Recreation
Director Daryl Faber; Planning Services Manager Elizabeth
Chamberlain; Environmental Services Manager Chris
Andersen; Public Works Director Dennis Dowdy; Assistant City
Engineer Ingrid Gaub; Economic Development Manager Doug Lein;
Senior Project Engineer Jacob Sweeting; and Planning Secretary Tina
Kriss.
Members of the audience present were: Urban Tree Board Member
Bryce Landrud and Robert Whale of the Auburn Reporter.
B. Announcements
1. Presentation
a. Urban Tree Board (Faber)
Parks, Arts and Recreation Director Daryl Faber introduced Urban
Tree Board Member Bryce Landrud to provide an update from the
Urban Tree Board. Mr. Landrud stated the Urban Tree Board
consists of five members and various City staff members. Mr.
Landrud explained how the Board, Parks Department and City
staff work together on various programs to educate and raise
awareness on tree maintenance and care. They also work to
promote the City of Auburn as a 'Tree City" Board members and
staff are also working to attend various events to increase public
awareness and assist in Arbor Day tree planting.
Each year the board assists with the City street tree planning,
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selection, and resident awareness in coordination with Parks
Maintenance Manager Mike Miller, various staff, and volunteers.
This year, the underforrested "K Street' was cleaned up and local
homeowners were encouraged to participate in caring for the
newly planted trees. The Urban Tree Board members are also
continuing to work with various Home Owners Associations
on tree awareness, maintenance, and care.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Minutes - October 14, 2013 (Welch)
Vice-Chair Holman moved and Chair Backus seconded to approve the
October 14, 2013 minutes as written.
MOTION CARRIED UNANIMOUSLY. 2-0
III. ACTION
A. Resolution No. 5000 - 2014 Annual Action Plan of the Consolidated
Plan (Hursh)
Advisor to the Mayor Michael Hursh presented the staff report on
Resolution No. 5000. The proposed Resolution would adopt the 2014
Community Development Block Grant Action Plan of the consolidated
Plan for the fiscal years 2011 to 2014.
Committee and staff discussed the 2014 Annual Action Plan actions
outlined in the plan to be undertaken in 2014 and the 2014
Community Development Block Grant (CDBG) estimated funds.
Vice-Chair Holman moved and Chair Backus seconded to recommend
City Council adopt Resolution No. 5000.
MOTION UNANIMOUSLY CARRIED. 2-0
B. Resolution No 5003 — Remedial Action Grant Agreement for Area-
wide Redevelopment Planning (Andersen)
Environmental Services Manager Chris Andersen provided a brief
overview of Resolution No. 5003, acceptance of an Integrated
Planning Grant in the amount of $186,000.00 from the Washington
State Department of Ecology. The grant will be used to help address
issues and to develop strategies to promote redevelopment of
properties potentially impacted by groundwater contamination from
the Boeing Plume. The Committee and staff discussed the June 30,
2015 timeline requirement to use the grant.
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Vice-Chair Holman moved and Chair Backus seconded to recommend
City Council adopt Resolution No. 5003.
MOTION UNANIMOUSLY CARRIED. 2-0
IV. DISCUSSION ITEMS
A. Ordinance No. 6474 (Coleman)
Finance Director Shelley Coleman reviewed Ordinance No. 6474 that
represents the sixth budget amendment for the 2013-2014 biennium
and the first budget amendment for 2014.
Director Coleman explained that Budget Amendment #6 includes
carryforwards from 2013 to 2014 to enable project completion; the
retainage of five police officers, and five additional new police officers;
and the new proposed staffing changes. Director Coleman reviewed
the new staffing requests, traffic impact fees from downtown, and
explained that the City will be funding the fire pension liabilities. The
Committee and staff discussed future additional staffing.
Vice-Chair Holman expressed that he would be supportive of looking
for opportunities to foster economic development to bring money into
the City as the City moves out of the recession. The Committee was
supportive of the Ordinance No. 6474.
B. Online Project Management Software Options (Sweeting)
Senior Project Engineer Jacob Sweeting explained the City has a
continuing need to maximize the effectiveness and efficiency of
available resources involved in the implementation of maintenance
and improvement projects for the City. Between now and 2018 the
City has identified over $260,000,000.00 of project work to be
completed and the City has no Project Management Software. Public
Works, Innovation and Technology, Finance and Project Construction
Services have been actively evaluating various software options and
vendors to determine the feasibility of acquiring comprehensive
Project Management Software as an important tool to improve the
efficiency of capital project implementation through the City.
Mr. Sweeting provided a PowerPoint presentation to review the staff
recommended Project Management Software Staff presented the
Project Management Software to the Public Works Committee and the
Public Works Committee supports the Project Management Software.
After a review of the software, the Committee and staff discussed the
costs and benefits for the City. In answer to the question by the
Committee if training was included, Mr. Sweeting explained the
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training is included with the initial project cost. The annual
maintenance cost of the software would be $36,000.00. The
Committee was supportive of including this software in the City's
2013-2014 Mid-Biennial Budget Amendment.
C. Agreement for Services — Comprehensive Plan Update
(Chamberlain)
Planning Services Manager Elizabeth Chamberlain reviewed plans to
update the Comprehensive Plan as required, by June 30, 2015. To
begin the overhaul of the Comprehensive Plan and assist the City with
an updated vision for the City, a consultant is proposed to be brought
on board. The City issued a Request for Qualifications in August 2013
with a submittal deadline of September 3, 2013. From the six
submittals that were reviewed by multiple City Departments that
formed a committee, two firms were interviewed and the committee
selected MIG, Inc.
A draft scope of work has been structured and the City would serve as
the face of visioning and outreach with MIG, Inc. supporting staff to
create the tools needed for outreach After Committee and staff
discussed the Agreement of Services for the Comprehensive Plan
Update, the Committee determined that they would take action on this
item. The Comprehensive Plan Update has been budgeted through
the Planning and Development Professional Services budget, with an
allocation of approximately $64,000.00.
Vice-Chair Holman moved and Chair Backus seconded to recommend
City Council grant permission to enter into Agreement for Professional
Services, AG-C-437.
MOTION UNANIMOUSLY CARRIED. 2-0
D. Director's Report (Welch)
Planning and Development Director Nancy Welch provided
photographs from the tree planting event at the Auburn Environmental
Park (AEP) held October 15, 2013. With the coordination of the
Planning and Development Department Environmental Services
division, the Auburn Adventist Academy and their sister schools took
part in the annual Reaching In Service with Excellence (RISE)
program. Fifty-two 7th and 8th graders, parents, teachers and School
Principal Ron Trautwein attended to plant 1 ,200 trees. They also
performed landscape beautification at both entries to the AEP.
The trees were purchased by the Auburn Municipal Airport as
mitigation for wetland impacts resulting from tree removal for an
airport airspace maintenance project earlier this summer.
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Staff is working on the Comprehensive Plan overhaul and has held
meetings on the health impact assessment to actively incorporate a
plan to encourage healthy communities.
As an update to the Matrix regarding the Mill Creek Wetland 5K
Project, last Friday a letter to rescind the Design Agreement Request
to Terminate letter sent August 9, 2013 to the Seatttle District, Corps
of Engineers was mailed. The Corps is encouraged that the City is
continuing to move forward on the project.
With regards to marijuana/cannabis Matrix item, staff is currently
researching the activities of other jurisdictions to determine how soon
this item would be brought forward for initial discussion.
E. PCDC Status Matrix (Welch)
Committee and staff discussed the updates to the Matrix and had no
changes or additions.
V. ADJOURNMENT
There being no further business to come before the Planning and
Community Development Committee, the meeting was adjourned
at 6:04 p.m.
DATED this -12- �J day of D 2013.
Nancy Bac - Chair
a Kriss la ning Secretary
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