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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, Page 1 of 5 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. Page 2 of 5 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 Page 3 of 5 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. Page 4 of 5 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 Page 5 of 5