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Home My WebLink About01-21-2014 cmroF. -1' �• Public Works Committee January 21, 2014 - 3:30 PM Annex Conference Room 2 WASH I NGTON MINUTES I. CALL TO ORDER Chairman Wayne Osbome called the meeting to order at 3;30 p.m. in Conference Room #2, located on the second floor ofiAubum City Hall; One East Main Street, Aubum, Washington. A. Roll Call Chairman Wayne Osbome, Vice-Chair Bill Peloza, and Member Claude DaCorsi were present. Also present during the meeting were: Mayor Nancy Backus, AssistantDirectorof Engineering Services/City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Community Development& Public Works Director Kevin Snyder, Engineering Aide Amber Mund, Project Engineer Matt Larson, Project Engineer Kim Truong, Sanitary Sewer Engmeer Robert Elwell, Finance Director Shelley Coleman, Environmental Services Manager Chris Andersen, Planning Services Manager Elizabeth Chamberlain, Assistant City Attomey SteVe Gross, Director of Administrafive Senrices Michael Hursh, Senior Project Engineer Ryan Vondrak, Senior Project Engineer Jacob Sweeting, Financial Planning Manager Martin Chaw, Assistant Planning Director Jeff Tate, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included:John McGhee, Aubum Adventist Academy. B. Announcements There were no announcements. C. Agenda Modifications There were two modifications to the agenda adding Discussion Item L., Resolution No. 5039 and Discussion Item M., Resolution No. 5040. II. CONSENT AGENDA A. Approval of Minutes It was moved by Vice-Chair Peloza, sec.onded by Me.mber DaCorsi, that the Committee approve the Public Works Committee Meeting minutes for date, January 6, 2014. Page 1 of 12 Motion carried 3-0. B. Right-of-Way Use Permit No. 13-39 (Mund) The Auburn Downtown Association Wellness Fair Engineering Aide Mund explained that Right-of-Way Use Permit is for the Aubum Downtown Association to hold a Wellness Fair. The applicant is requesting to use B Street NE between Main Street and 1st Street NE andthe adjacent parking lots. This will be a one-day event and this is the firsttime that an application has been submitted for this event. There were no questions from the Committee. It was moved by Vice-Chair Peloza, seconded.by Member DaGorsi, that the Committee approve Right-of-Way Use Permit No. 13-39for the Aubum Downtown Association Wellness Fair. Motion carried 3-0. C. Right-of-Way Use Permit No. 13-41 (Mund) Auburn Adventist Academy Engineering Aide Mund.stated that this is the third year Aubum Adventist Academy has applied for a Right-of-Way Use Permit for their half-marathon. There are a few changes to the conditions of the permit, but the route has remained the same. Member DaCorsi asked about the condition that states the applicant must provide notification to residents. Engineering Aide Mund sa.id _ that the applicant is required to distribute a mailer to all the residents in the area 30 days prior to the event. It was moved by Vice-Chair Peloza, seconded by Member DaGorsi; that the Committee approve Right-of-Way Use Permit No. 13-41 for the Auburn Adventist Academy Half-Marathon. Motion carried 3-0. D, Public Works Project No. CP1322 (Larson) Annual Traffic Signal Improvements Project Engineer Larson reviewed the scope of the project with the Committee, which includes various treffic signal system improvements throughoutthe City. Chairman Osborne asked if the detection system atthe 15th Street NE/Autium Way signa[w.ill be repaired as part of the projecYs scope. Transportation Manager Para answered that repairs to the Page 2 of12. 15th Street NE/Auburn Way intersection are included in the scope of work. It was moved by Vice-Chair Peloza, seconded by Member DaCorsi; that the Committee grant permission to initiate Project'No. GP1322, Annual Traffic Signal Improvements. Motion carried 3-0. E. Public Works Project No. CP1120 (Truong) Lea Hill Safe Routes to School Project Engineer Truong reported that Change Order No. 2 covers the cost to replace the existing traffic loops that were unavoidably damaged during project constnaction and also to install asphalt concrete along SE 320th Street. Assistant Director of Engineering Services/City Engineer Gaub explained that the traffic loop w,as not identified as being a requirement and was damaged during construction and could not have been avoided and was not at the contractor's fault. Assistant Director of Engineering Services/City Engineer Gaub. answered questions regarding the change order process asked by Member DaCorsi. It was moved by Vic�Chair Peloza, seconded by Member DaCorsi, that the Committee approve Change Order No. 2 to Gontract No. 13- 07 in the amount of$35,769.77 for work on Project No. CP1120, Lea Hill Safe Routes to School. Motion carried 3-0. III. RESOLUTIONS A. Resolution No. 5013 (Mund) A Resolution of the City Council of the City of Aubum, Washington, Setting a Public Hearing to Consider a Franchise Agreement with T- Mobile West LLC Engineering Aide Mund stated that adoption of Resolution No. 5013 will set the date for the public hearing for T-Mobile to have a franchise agreement for facilities that are currently existing and installed under an agreement with King County. The King County agreement has currently expired. A franchise agreement with the City of Aubum will bring the facilities into compliance with City Code. Engineering Aide Mund answered questions asked by Vice-Chair Peloza regarding Right-of-Way usage fees, which are not Page 3 of 12 applicable. Engineering Aide Mund confirmed that there was an application fee paid, answering a question asked by Chairman Osbome. IYwas moved by Vice-Chair Peloza, seconded by Member DaCorsi, thatthe Committee recommend City Council adopt Resolution Na 5013. Motion carried 3-0. B. Resolution No. 5018 (Mund) A Resolution of the City Council of the Aubum, Washington, Authorizing the Renewal ofPublic WayAgreement 08-03 and Amending the Terms to the Agreement with MCI Communications Engineering Aide Mund stated that Resolution No. 5018 is for a renewal of a MCI agreement for facilities that are in the Right-of-Way, but do not currently serve any citizens in the City. Engineering Aide Mund answered questions asked by Chairman Osbome regarding the two agreements with MCI, which were previously combined. Assistant Director of Engineering Services/City Engineer Gaub answered questions asked by Chairrnan Osbome regarding the MCl loop on Main Street, explaining that the loop is used to reach the CenturyLink building located between 3rd and 2nd Streets. Following a question asked by Vice-Chair Peloza, Engineering Aide Mund verified that the agreement was reviewed by the City's Legal Department. It was moved by Vice-Chair Peloza, seconded by Member DaCorsi, that the Committee recommend City Council adopt Resolution No. 5018. Motion carried 3-0. C. Resolution No. 5027 (Elwell) A Resolution of the City Council of the City of Aubum, Washington, Authorizing the Mayor to Execute an Amendment to the Sewer Franchise Agreement Between the City of Aubum and King County to Operate, Maintain and Construct Sewer Mains, Service Lines and ' Appurtenances In, Over, Along, and Under County Roads Sanitary Sewer Engineer Elwell explained that Resolution No. 5027 amends the existing franchise agreement with King County to include the Ciry's sewer service area which lies in unincorporated King County Page 4 of 12 and update the legal description of the remaining unincorporated areas to reflect annexations that have occurred since the previous agreement. The amendment only.updates the boundaries in the agreement and does not change the terms of the agreement. Larger maps of the areas were provided to the Committee for review. It was moved by Vice-Chair Peloza, seconded by Member DaCorsi, that the Committee recommend City Council adopt Resolution No. 5027. Motion carried 3-0. � D. Resolution No. 5038 (Para) A Resolution of the City Council of the City of Auburn, Washington, Repealing Resolution No. 4826 Regarding Reduction of Speeds on Arterial Street Routes in the City Transportation ManagerPara said that Resolution No. 5038 will repeal Resolution No. 4826, which reduced speed limits on certain arterial routes within the City in an efFort to preserve City streets and provide for traffic safety. The resolution also authorizes staff to retum the speed limits to what they were prior to the passage of Resolution No. 4826, according to the Ciry's engineering standards. Chairman Osbome stated that he supports adoption of Resolution No. 5038. Vice-Chair Peloza stated that he also supports adoption of Resolution No. 5038, based on the recommendation of engineering staff. Member DaCorsi asked which arterial routes would be affected. Transportation Manager Para answered the streets include West Valley Highway, East Valley Highway, W Main Street and 37th Street. Transportation Manager Para stated that staff, as with the other streets, will follow through with the engineering analysis and posting the appropriate speed limits on A Street SE, through the corridor, following questions asked by Chairman Osbome and Member DaCorsi. Transportation Manager Para answered questions asked by Chairman Osborne regarding the speed limit on 'East Valley Highway, leading into the Ciry of Sumner. Transportation Manager Para responded to questions asked by Member DaCorsi, regarding the considerations taken by staff when Page 5 of 12 detertnining the speed limits on arterial streets. Vice-Chair Peloza requested a map of the locations where the speed limits have changed following completion of the changes. It was moved by Vice-Chair Peloza, seconded by Member DaCorsi, that the Committee recommend City Council adopt Resolution No. 5038. Motion carried 3-0. IV. DISCUSSION ITEMS A. Resolution No. 5032 (Coleman) A Resolution of the City Council of the Gity of Aubum, Washington, Authorizing the City of Aubum to Impose a Sales and Use Tax as Authorized by RCW 82.14.415 as a Gredit Against State Sales and Use Tax Relating to Annexations Finance Director Coleman explained that Resolution No. 5032 levies the 0.1% sales tax credit against the state sales tax for annexation of the Lea Hill Area. The West Hill Area did not qualify because the area's population was not large enough. Coleman stated that the tax credit is intended to help with the cost of the annexation. Every year, the City must show the state how the money is utilized. The City must show the revenues received from the area as well as the anticipated expenses. The Committee supported adoption of Resolution No. 5032. B. Ordinance No. 6494 (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, Establishing the Local Sales and Use Tax Rate for Local Revitalization Financing for 2014 Finance Director Coleman spoke about Ordinance No. 6494, which levies the 0.022% sales tax credit against the state sales tax for local revitalization fnancing. The inte.nt ofithe credit is to provide financial assistance to cities to assist with financing public improvements in an identified revitalization. Finance Director Coleman and Assistant Director of Engineering Services/City Engineer Gaub addressed questions asked by Vice- Chair Peloza regarding the funding of the Promenade Project. C. Planning Project No. CP0746 (Andersen) Mill Creek Wetland 5K Restoration Environmental Planning Manager Andersen distributed copies of an Page 6 of 12 aerial map of the recommended restoration improvement segments of the Mill Creek Wetland 5K Reach Ecosystem Restoration Project (ERP). Environmental Planning Manager Andersen provided background information on the resto.ration project to the Committee. Using the aerial map, Andersen identified the segments of Mill Creek fhat are included in the project. Andersen reViewed the scope of work for the restoration project with the Committee. The Committee and staff discussed significant impacts of a potential closure of 15th Street NW during the construction phase of the project; and that it is not fhe preferred option from staff. Envir�onmental Planning Manager Andersen spoke about the scope of work for the consultant; Maul Foster & Alongi, Inc. The Committee and staff discussed the cost of the services provided by the consultant. Environmental Planning Manager Andersen and Vice-Chair Peloza discussed the possibility of obtaining WIRA9 funding for the project. Vice-Chair Peloza invited Andersen to attend the WIRA9 management meeting, scheduled for January 22, 2014. The Committee requested that staff renegotiate the consultanYs mileage fee so that it matches the IRS mileage reimbursement amount. D. Resolution No. 5029 (Chamberlain) A Resolution of the City Council of the City of Auburn, Washington, Autfiorizing the Mayor and City Clerk to Execute a Purchase and Sale Agreement Between the City of Aubum and John Rice Planning Services Manager Chamberlain presented the staff report on Resolution No. 5029. Resolution No. 5029 would authorize the Mayor and City Clerk to execute a Purchase and Sale Agreement befinreen the City of Aubum and John Rice for vacant property to be used for the Fenster Nature Park located on 2nd Street SE east of V Street SE. The purchase price of the acquisition would be $45,000.00, which has been accepted by the seller, John Rice. The purchase is being funded though the Parks and Planning Department budgets. Chamberlain stated that the funds were allocated through Budget Amendment No. 6, which was already approved by the City Council. E. Resolution No. 5030 (Chamberlain) Page 7 ofi12 A Resolution of the City Co.uncil of the City of Auburn, Washington, Approving and Authorizing Execution of an Interlocal Agreement with Pierce County, Thereby Amending the Pierce County Countywide Planning Policies for Centers of Local Importance Planning Services Manager Chamberlain provided the Committee with a background summary. Planning Services Manager.Chamberlain reviewed Resolution No. 5030, the Pierce County Countywide Planning Policies (CPPs) with the Committee and discussed the process by which CPPs were developed and how they are now amended. Chamberlain stated that the Planning and Community Development Committee reviewed Resolution No. 5030 at their January 13, 2013 meeting and moved the item to action and recommended adoption by the City Council. The Committee supported adoption of Resolution No. 5030. F. Resolution No. 5031 (Chamberlain/Yao) A Resolution of the City Council of the City ofiAubum, Washington, Adoption the Comprehensive Downtown Parking Management Plan (CDPMP) for Parking Policy Development and Implementation Planning Services Manager Chamberlain presented the staff report on Resolution No. 5031, and provided background information on the Downtown Parking Management Plen (CDPMP). Planning Services Manager Chamberlain reviewed the recommendations provided to staff by the Planning and Community Development Committee. Chamberlain stated that the Planning and Community Development Committee reviewed Resolution No. 5031 attheir January 13,2013 meeting and moved the item to action and recommended adoption by the City Council. Member DaCorsi commented on the thoroughness of the CDPMP. Chairman Osborne spoke about the importance of planning for commuter parking. G. Utility System Development Charges (SDC) Analysis Report (Repp) Utilities Engineer Repp, Financial Planning Manager Chaw and the Committee reviewed the System Development Charge Report completed by the consultant, the FCS Group. Page 8 of 12 Based on the report, staff is recommending changing the System Development Charges (SDCs) to provide funding to utility capital improvements and using the Ayerage Integrated Approach because it is widely used and accepted and because it is uncomplicated. The Committee and staff discussed how SDCs are currently calculated by the consultant using the City's Fulmer Wellfield proje.ct as an example. Also discussed, were the differences between upgrade projects and expansion projects. Financial Planning Manager Chawsuggested inviting the consultantto a Committee Meeting to discuss other approaches to SDCs that-ttiey have seen. Utilities Engineer Repp spoke about parts of the City's Capital Plan that are driving an increase in SDCs. Chairman Osboriie suggested considering phasing in increases in SDCs as was done for funding the utilities' depreciation. Vice-Chair Peloza asked for staff to provide specific examples of how SDCs are calculated using different scenarios. The Utility System Development Charges (SDC) discussion will continue at the next Public Works Committee Meeting, February 3, 2014. H. Capital Project Status Report (Sweeting) Member DaCorsi thanked staff for incorporating his prior suggestions into the report. ChaiRnan Osbome and Vice-ChairPeloza both agreed that the report is improved.. Item 4 — C410A— S 277th Wetland Mitiaation Monitorina: Vice-Chair Peloza noted a scrivener's error in tFtie Status section. Item 7 — CP0909 —Academv Booster Pump Station: Vice-Chair Peloza noted an error in the Street Utilities column. Item 13 — CP1107 — Fulmer Wellfield Imnrovements: Following a question asked by Vice-Chair Peloza, Senior Project Engineer Sweeting explained that the % Design Completion was adjusted from. 95% to 80% to reflect where design is for the entire project effort, 95% was a reflection of the first phase only. Assistant Director of Engineering Services/City Engineer Gaub al_so noted that the scope of the project has been reduced since it was originally added to the report. Page 9 of 12 Item 19 — CP_1024 — AWS and M_Street SE Intersection Imarovements: Senior Projecf Engineer Sweeting verifietl the TIB funding has been secured, in response to a question asked by Chairman Osbome. Assistant Director of Engineering Services/City Engineer Gaub noted that grant funds are not mcluded in the report until they have been received. Chairman Osbome asked about howthe arterial projects are included in the report. Assistant Director of Engineering Services/Cify Engineer Gaub explained that the arterial projects are included in the overall list of projects. When the SOS program began, the Committee requested that the SOS project be listed separate from the other projects. Item 31 — CP1224— 2013 Local Street Reconstruction: Assistant Director of Engineering Services/City Engineer Gaub stated that the contractor is working on fhe punchlist arid toward the January 2014 completion date, answering a question asked by Member DaCorsi. Other SOS Proiects: �ce-Chair Peloza asked about the status of the traffic counts on Green River Road and spoke about the condition of the segment of the road leading to the Golf Course. Vice-Ghair Peloza asked if staff is considering including Green River Road in the scope of work for the Local Streets project. Assistant Director of Engineering Services/City Engineer Gaub stated that staff would review the feasibility of including Green River Road, but noted that there are other roads in the City on the list to be included in the 2014 projecY which have a higher traffic volume. Sta.ff will provide Vice-Chair Peloza with the traffic counts for Green River Road. Vice-Chair Peloza asked that an item regarding Green River Road be included on the Action Tracking Matrix. I. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) item 1 Green River Community College: Staff will investigate the status of the crosswalk flashe�s and review the report for an accident that occurred at the crosswalk. Vice-Chair Peloza asked that staff include the investigafion on the Action Tracking Matrix. J. Action Tracking Matrix (Gaub) Jtem D — LED Lightin4 Standards: Assistant Director of Engineering Services/City Enginee�Gaub provided the Committee with a background summary regarding the item. Gaub stated that all of the LED lighting that has been installed meets current standards and technical specifications and there may be no quantitative way to make changes to the standards. Chairman Osbome suggested that the item be removed from the Page 10 of 12 Matrix and Vice-Chair Peloza agreed. Transportation Manager Para responded to questions asked;by Member DaCorsi regarding fhe performance of the LED lighting. Item H — Riveruvalk Sidewalk Proiect: Assistant Directorofi Engineering Services/City Engineer Gaub stated that the Riverwalk Sidewalk Project will be included_ in both the Comprehensive Transportation Plan update and the Transportation Improvement Program (TIP). Chairman Osbome suggested that the item be removed from the Matrix because the status of the item can be tracked during review of the TIP. The Committee agreed. Item F — Green River Watershed/Levee Presentation: Assistant Director of Engineering Services7City,Engineer Gaub suggested that this presentation may need tobe made by County staff and asked for Committee direction. Vice-Chair Peloza recommended the item be removed from the Matrix and instead schedule a County presentation on the levee system for a Committee of the Whole meeting. Chairman Osbome agreed. Item J — Requlatorv Sian Visibilitv: Assistant Director of Engineering SenriceslCity Engineer Gaub explained that the LED lighting on traffic signals meets the standards for brightness and if drivers are having difficulty seeing the signs next to the lights it is more likely that the sign needs to be replaced. Maintena.nce and Operations has a program in place for 2014 to examine and replace the signs as needed. Vice-Chair Peloza asked that "Green River Road Traffic Count Comparison to Others Selected Streets" be included on the matrix. Vice-Chair Peloza asked that a staff follow up on the night vision at 4he crosswalk on 320th Street be added to the matrix. Item A—Track Com�leted Proiects: Assistant Director of Engineering Senrices/City Engineer Gaub noted that the maps in the meeting room and Council Conference Room have been updated to show the2013 Completed Project and 2014 Active Projects. Utilities Engineer Repp stated that the. SDC discussion will continue at the next Committee Meeting, in response to a question asked by Chairman Osborne. K. Resolution No. 5039"` (Hursh) A Resolution of the City Council ofithe City of Aubum, Washington, Authorizing the Mayor to Execute a Contract with Washinton2 Advocates, LLC, for Consulting Services Page 11 of 12 Director of Administrative Services Hursh and the Committee discussed both Resolution No. 5039 and Resolution No. 5U40 concurrently. Director of Administrative Services Hursh distcibuted the 2013 Activities and 2014 Outlook reports provided by the consultants, Washinton2 Advocates, LLC and Thompson Consulting Group. Hursh noted that a correction has been made to the contract with Washinton2 Advocates, LLC. The amount of the contract is reduced to $7,500.00. Director of Administratiye Services Hursh presented background information regarding 4he contract with both consultants. TFie Committee, MayorBacRus, and Director of Administrative Services Hursh reviewed the 2013 Activities and 2014 reports. Chairman Osborne spoke about his work as part the National League of Cities Transportation and Infrastructure and SerVices Committee. The Committee supported adoption of Resolution No. 5039. L. Re.solution No. 5040"(Hursh) (Coleman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Execute a Contract with Thompson Consulting Group for Consulting Services Resolution No, 5040 was discussed concurrently with Resolution No. 5039. The Committee supported adoption of Resolution No. 5040. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:45 p.m. Approved this 3rd day of February, 2014. . ' Wayne O ome, Chairman Jenni Cusmir, Public Works Department Secretary Page 12 of 12