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HomeMy WebLinkAbout12-17-2012 �"' � Public Works Committee C�n'nF —.✓n�...,� T � j �� (�j December 17, 2012 - 3:30 PM , , �✓�`�`v lu r Annex Room.2 � w,�<riln��iun MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington, 98002. A. Roll Call Chairman Wagner, Vice-Chair Bill Feloza, and Member Osbome were present. Also present during the meeting were: Mayor Pete Lewis, Pubtic Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City.Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportafion Manager Pablo Para, Project Engineer Kim Truong, Engineering Aide Amber Mund, Human Resources Director Brenda Heineman, City Attorney Dan Heid, Planning Manger Elizabeth Chamberlain, Employee Relations/Compensation Manager Aaron Barber, Robert Whale from the Auburn Reporter, citizen Scott Pondelick and Public Works Secretary Jennifer Cusmir B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember Osbome seconded to approve the minutes of the December 3, 2012 Public Works Committee Meeting Motion Carried Unanimously 3-0. III. RESOLUTIONS A. Resolution No. 4881 (Mund) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Renewal of Public Way Agreement (PWA) 99-02 and Amending the Terms of the Agreement with the Olympic Pipeline Page 1 of 9 Company Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolution No. 4881 Engineering Aide Mund explained that Olympic Pipeline applied for a renewal of their current Public Way Agreement and Resolution No. 4881 renews the term for an additional five years. The Committee reviewed the map indicating the locations where the pipeline enters the Right-of-Way Chairman Wagner asked if the applicant is required to restore the landscape. Engineering Aide Mund answered the applicant is required to obtain a Construction Permit when doing work in the Right-of-Way and they are required to restore the Right-of-Way Engineering Aide Mund stated the only amendment to the agreement is the term, in response to a question asked by Vice-Chair Peloza. Vice-Chair Peloza asked that the phrase " with minor amendments" be removed from the Resolution. Staff will make the requested changes to the language in the next resolution presented to the Committee. City Attorney Heid responded to questions asked by Vice-Chair Peloza regarding the use of the phrase "imminent domain" in the resolution. City Attorney Heid stated that changes to the language would be addressed in the next resolufion presented to the Committee. Vice-Chair Peloza asked that in the future, the monetary figures within the resolution include the decimal places. Motion Carried Unanimously 3-0. B. Resolution No. 4890 (Para) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Award and Execute an Agreement with the Lowest Responsible Bidder for Construction of Small Public Works Contract Number 12-22 for Project MS1203. 15th St SW and West Valley Highway Signal #128 Repairs Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolution No. 4890. Transportation Manager Para explained that there was a previous Page 2 of 9 budget amendment creating the budget for the repairs and that is why the budget impact in zero, in response to a question asked by Chairman Wagner Transportation Manager Para stated that there is an insurance recovery that will cover som"e of the cost. The quotes are being verified and it appears the cost will be well under the engineer's estimate. Transportation Manager Para stated that the driver's insurance policy does not cover the full cost of the repairs, in response to a question asked by Vice-Chair Peloza:�TFie cost to the City will be approximately $15,000 00 - $20,000.00, according to Transportation Manager Para. Motion Carried Unanimously 3-0 C Resolution No. 4891 (Truong) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Accept a Grant from the Washington S4ate Transportation Improvement Board for the Auburn Way South and M Street - 17th Street SE Intersection Improvements Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolution No. 4891 Project Engineer Truong verified that the anticipated cost for the project is $705,000.00. Chairman Wagner noted that the grant may cover over half of the project amount. Project Engineer Truong answered questions asked by Vice-Chair Peloza regarding the property acquisition. Transportation Manager Para answered questions asked by Chairman Wagner and Member Osborne regarding the engineering of the proposed intersection changes. Chairman Wagner suggested not using any red right-turn arrows, unless absolutely necessary Motion Carried Unanimously 3-0. IV DISCUSSION 1TEMS A. Resolution No. 4887 (Lein) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City C.lerk to Execute a Lease Agreement Between the City of Auburn and Congressman Dave Reichert, a Member of the U S. House Of Representatives Mayor Lewis stated the area being leased in a portion of the entry way in the Chamber of Commerce office which will allow the Congressman to have a staif inember located in Auburn. Page 3 of 9 The Committee and the Mayor reviewed the terms of the lease. The Committee supported adoption of Resolution No. 4887 B. Resolution No. 4892 (Heineman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute a Contract for Public Defense Services for Janua,ry 1, 2013 - June 30, 2013 Between the City and the Law Offices of Matthew J. Rusnak Human Resources Director Heineman distributed an updated version of the contract to the Committee. Human Resources Director Heineman explained that staff is proposing a case waiting system, similar to the systems adopted the Cities of Federal 1Nay and Kent, which will enable the City to gather the case statistics required to put out a proper bid document for public defense services in April. Human Resources Director Heineman reviewed the budget for the contract. Chairman Wagner asked if there is any way to recover cost from indigent defendants. Heineman answered that the City does try to recover costs and tracks defendants to collect when able. Chairman Wagner voiced his support for putting the contract out for bid once the case statistics are collected. Human Resources Director Heineman responded to questions asked by Vice-Chair Peloza regarding the contract appendix. The Committee supported adoption of Resolution No. 4892. C. Ordinance No. 6442 (S. Wagner) Proposed Amendments to the Auburn City Code Concerning the Relocation of and Amendments to the Hearing Examiner Chapter Planning Manager Chamberlain explained that the Hearing Examiner processes are currently located in Title 18, Zoning Code and since the Hearing Examiner does many more functions than adjusting land use, staff is proposing to relocate the duties of the Hearing Exammer to Title 2. Vice-Chair Peloza requested that staff change references from "Council" in the City Code to "City Council" to eliminate any possible confusion with King County Council or other governing councils. Page 4 of 9 Vice-Chair Peloza recommended including a fee schedule for variances in Section 16.10 160. Planning Manager Chamberlain noted that the costs are included in the City's fee schedule which gets adopted annually Vice-Chair Peloza recommended adding an Item G, directing readers to the fee schedule. Planning Manager Chamberlain suggested not making any changes to the Critical Areas Ordinance at this time, but rather considering any changes during the update of the Comprehensive Plan. Planning Manager Chamberlain answered questians asked by Vice- Chair Peloza regarding appeals for Administrative Use Permits. Planning Manager Chamberlain verified that the Legal Department did review otherjurisdictions' codes and made sure the City's Burden of Proof, Section 2.46.120 is consistent, in response to a question asked by Chairman Wagner Member Osborne asked about the cost for the Hearing Examiner Planning Manger Chamberlain stated that there is an application fee and the Hearing Examiner's time is billed at $140.00/hour The applicant is responsible for the application fee and the Hearing Examiner's time. Planning Manager Chamberlain verified with the Committee that the suggested changes are to be made during the update of the Comprehensive Plan. The Committee supported introduction and adoption of Ordinance No. 6442. D. King County Service Agreement Proposal (Para) Chairman Wagner asked how staff tracks the work done by King County versus that done by Pierce County Transportation Manager Para stated in 2012 Pierce County striped the entire City and King County did the pavement markings city-wide. Transportation Manager Para explained that the proposed service agreement allows the City to ask King County to perform a lot of different types of work and is not limited to pavement marking. Para said that King County will be performing bridge inspections and potential bridge maintenance and repairs in addition to the pavement marking maintenance that they do every year The agreement and task orders will not be reviewed by the Committee unless the planned work exceeds the budgeted amount alread �age 5 of 9 approved by the Committee. Assistant DirectodCity Engineer Selle stated that there is budgeted work identified to be completed under this agreement and if there were any additional work that needed to be completed the funding would have to be approved either under the Mayor's budget authority or approved liy the City Council. Member Osborne asked about the percentage of cost of King County's administrative fee. Transportation Manager Para answered that he has the costs for 2012 and can provide that information to the Committee. Chairman Wagner asked if a limit or not to exceed amount can be applied to the adrriinistrative costs. Transportation Manager Para stated that he would need to consult the City Attorney to determine if any limits can be applied to the County's overhead costs. The Committee and Mayor Lewis discussed limits on administrative costs. Member Osborne asked if the administrative fees are included in the estimates. Transportation Manager Para responded that they are included in the estimates. The Committee and staff discussed budgeting for the agreement and professional services. Transportation Manager Para stated that he will provide the Committee with a list of the 2013 budgeted projects that are to be completed by the County under this agreement. Transportation Manager Para stated that the primary difference befinreen the proposed 2013 agreement and the 2012 agreement is that the new agreement will renew automatically unless staff or the City Council or the County acts to terminate the agreement. Member Osborne asked which agency is responsible for the cost of dispute resolution and non-binding arbitration. Transportation Manager Para answered that he will have to ask the City Attorney to include that each jurisdiction will cover their own cost for dispute resolution in the agreement. Assistant Director/City Engineer Selle explained that a not-to-exceed amount is not included in the new agreement because the amount will change yearly depending on the amount of professional services budgeted for King County to perForm, in response to a question asked by Vice-Chair Peloza. Transportation Manager Para explained how task orders are submitted to King County, in response to a question asked by Vice-Chair Peloza. E. Green River Community College Proposed SE 320th Street Page 6 of 9 Improvements (Para) Transportation Manager Para distributed vicinity maps showing the proposed Green River Community College (GRCC) conceptual plan for improving SE 320th Street. Transportation Manager Para noted that 122nd Ave SE will be closed off, eliminating the connection to SE 320th Street. This closure will reduce tuming movements in this vicinity of SE 320th Street and will eliminate cut-through traffic and impacts on the residential neighborhood adjacent to fhe GRCC new trades building. Transportation Manager Para stated that the new trades building access is off of 124th Ave SE, in response to a question asked by Chairman Wagner Transporta6on Manager Para said staff has been working with the GRCC consultants to develop an area transportation plan 4hat will serve the campus and the community and address traffic operations and safety The Committee and Transportation Manager Para reviewed how residents will reach the neighborhood on SE 319th PI if direct access to 8E 320th Street is elimiriated via 122nd Ave SE. Assistant Director/City Engineer Selle stated that the City is asking GRCC to present their proposal to the surrounding neighborhood and get feedback, in response to a question asked by Chairman VVagner Assistant Director/City Engineer Selle said at this time GRCC is not requesting a Right-of-Way Vacation. Transportation Manager Para pointed out the traffic and pedestrian safety improvements. Planning Manager Chamberlain informed the Committee that the Trades Building site located on the north side of SE 320th Street includes a looped trail and a mid-block crossing of SE 320th Street that will link in to the college's Student Life Project on the south side of the roadway Transportation Manager Para confirmed there will be a mid-block pedestrian crossing on SE 320th Street with flashing warning lights but not a traffic signal, in response to a question asked by Member Osborne. Transportation Manager Para reported that GRCC still has plans for constructing a round-a-bout in their master plan, which will require Page 7 of 9 some addRional Right-of-Way, in response to a question asked by Chairman Wagner Assistant Director/City Engineer Selle stated that GRCC also plans on redesigning their main entrance. F Capital Project Status Report (Gaub) Item 6 — CP1116 — Downtown Pedestrian Lightinq Replacement: Chairman Wagner asked for a map showing where the new lights were installed so the Committee can determine how many more LED lights may be installed through out the City Item 8=CP1215 — Banner Pole Foundation Repair: Member Osborne asked if the sidewalk concerns originally discussed were included in the project. Assistant City Engineer Gaub stated that the decision made by the Committee was to not move forward with the larger sidewalk repairs, so the foundation for the banner pole was repaired along with the limited area of sidewalk impacted by the work. Item 15 — C201A— M Street Unde�ass Pro',�ect; Assistant City Engineer Gaub stated that the girders for the south bridge are expected to be set on January 3, 2013 due to BNSF's schedule and the holidays, in response to a question asked by Chairman Wagnec Chairman Wagnec asked if train traffic will be interrupted. Assistant City Engineer Gaub answered train traffic will be impacted as the girders are set. Vice-Chair Peloza asked how the BNSF schedule is communicated to staff: Assistant City Engineer Gaub answered that BNSF representatives attend weekly meetings with the City and our contractor to review the project schedules and there are representatives on site almost every day Assistant City Engineer Gaub stated that May 2013 is the best estimate at this time of when M Street SE will be opened, in response to a question asked by Member Osbome. Director powdy noted that work is being allowed on Saturdays in order to try and keep on schedule. Item 11 — C207A—A Street NW Corridor — Phase 1. Vice-Chair Peloza asked about the developer contributions. Assistant City Engineer Gaub stated there were funds provided by Multicare for the half-street improvements and wetland mitigation on 10th Street NW/NE in the amount of $407,000.00. Item D — CP1016 — Fenster Levee Proiect: Member Osbome asked if the funding has been approved. Vice-Chair Peloza said that he would need to check. Assistant City Engineer Gaub said that she has not heard from Planning's Project Manager if the funds were approved or Page 8 of 9 not. G. Action Tracking Matrix (Dowdy) Item G — SDC Burden for Single Family. Home: Chairman Wagner asked that the item be changed to "Total Permitting Cost for Single Family Home." V ADJOURNMENT There being no further busiriess to come before the Public Works Committee, the meefing was adjourried at 4:52 p.m. Approved this 7th day of January, 2013. Rich Wagner, Chair Jennifer Cusmir, Department Secretary Page 9 of 9