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HomeMy WebLinkAboutITEM III-CCITY OF WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE October 6, 2008 DRAFT MINUTES Chairman Rich Wagner called the meeting to order at 3:30 pm in Council Chambers, located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Gene Cerino, and Member Virginia Haugen. Also present during the meeting were: Mayor Peter B. Lewis, Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, City Attorney Dan Heid, Finance Director Shelley Coleman, Assistant Planning Director Kevin Snyder, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Project Engineer Leah Dunsdon, Traffic Operations Engineer Scott Nutter, Storm Drainage Engineer Tim Carlaw, Sanitary Sewer Engineer Robert Elwell, Water Utility Engineer Cynthia Lamothe, Principal Planner Elizabeth Chamberlain, Principal Planner Jeff Dixon, Planner Chris Andersen, Development Support Clerk Tina Kriss, from Brown and Caldwell Project Manager Steve Anderson, Modeler/Technical Lead Tony Dubin, and Project Manager Todd Keithahn, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, September 15, 2008. Motion carried 3-0. B. PERMISSION TO AWARD CONTRACT NO. 08-04 FOR PROJECT NO. CP0760, AUBURN WAY NORTH PEDESTRIAN CROSSING, TO MERLINO BROTHERS LLC ON THEIR LOW BID OF $223,734.50 Chairman Wagner asked if there had been any changes to the project since the last time an update was given to the Committee. Project Engineer Sweeting answered there were no changes. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council award contract no. 08-04 for project no. CP0760, Auburn Way North Pedestrian Crossing. Motion carried 3-0. Public Works Committee Minutes October 6 2008 DRAFT MINUTES C. PERMISSION TO AWARD CONTRACT NO. 08-08 FOR PROJECT NO. CP0757, LARGE WATER METER AND VAULT REPLACEMENT PROJECT, TO SLEAD LLC ON THEIR LOW BID OF $196, 927.68 PLUS WASHINGTON STATE SALES TAX OF $17,723.49 FOR A TOTAL CONTRACT PRICE OF $214,651.17 Project Engineer Vondrak presented the agenda bill to the Committee. There were no questions or comments from the Committee. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council award contract no. 08-08 for project no. CP0757, Large Water Meter and Vault Replacement Project. Motion carried 3-0 D. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-344 WITH CH2M HILL FOR ENGINEERING SERVICES RELATING TO PROJECT NO. C201A, M STREET GRADE SEPARATION Project Engineer Sweeting answered questions asked by Chairman Wagner regarding the project funding. Project Engineer Sweeting stated there is a 2008 appropriation from the Federal Transportation Appropriation Fund in the amount of $127,000.00, $6 million in FMSIB funds, and City funds from Traffic Impact Fees. All other funding sources are pending. Project Engineer Sweeting further explained the project would be carried out on an annual basis with "notice to proceed" given only within the budget available within a given year. The design phase needs to move forward in order to secure additional funding. Assistant Director/City Engineer Selle answered the Committee's questions regarding the pre-design phase of the project. Chairman Wagner asked if there was a schedule for the project. Sweeting answered by the end of 2008, the goal is to have the pre-design report updated, including a revised cost estimate for the project. The final design will be done concurrent with the environmental approval process and Right-of-Way acquisition through early 2011. Sweeting discussed that the SR 164 route study may affect the portion of the project related to the Bypass Road which is why this portion of the project is being delayed. Member Haugen commented on the importance of Right-of-Way acquisition. Assistant Director/City Engineer Selle commented that funding requirements for the project will only allow the project to go so far without having the Right-of-Way secured. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council to grant permission to enter into consultant agreement no. AG-C-344 with CH2M Hill for engineering services relating to project no. C201A, M Street Grade Separation. Motion carried 3-0. Page 2 Public Works Committee Minutes October 6 2008 DRAFT MINUTES E. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-341 WITH DKS ASSOCIATES AND INITIATE CP0820, 2008 SIGNAL IMPROVEMENTS PROJECT Traffic Operations Engineer Nutter presented the agenda bill to the Committee. There were no questions or comments from the Committee. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council grant permission to enter into consultant agreement no. AG-C-341 with DKS Associates and initiate project no. CP0820, 2008 Signal Improvements Project. Motion carried 3-0. F. APPROVE FINAL PAY ESTIMATE NO. 9 TO CONTRACT NO. 05-10 IN THE AMOUNT OF $22,229.05 FOR THE TOTAL CONTRACT PRICE OF $1,871,497.58 WITH RODARTE CONSTRUCTION INC AND ACCEPT CONSTRUCTION OF PROJECT NO C322A, WEST MAIN STREET IMPROVEMENTS The Committee reviewed the budget status sheet for the project. Chairman Wagner asked if the street was reconstructed to truck standards. Project Engineer Dunsdon responded the project was mainly an overlay on West Main Street with some widening of the roadway. Mayor Lewis reviewed the work done in addition to the overlay. After reviewing the vicinity map with Project Engineer Dunsdon, Chairman Wagner commented on the cost per mile of the project. Member Haugen asked for the length of the project to be verified prior to the City Council Meeting. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve final pay estimate no. 9 to contract no. 05-10 with Rodarte Construction Inc. and accept construction of project no. C322A, West Main Street Improvements. Motion carried 3-0. Later during the meeting, Assistant City Engineer Gaub reported the scale on the vicinity map was correct and the length of the road is just over 1 /3 of a mile. III. ISSUES A. ORDINANCE NO. 6204 AMENDING AUBURN CITY CODE SECTIONS 13.06.360 AND 13.48.100 PERTAINING TO UTILITY RATES Utilities Engineer Repp answered questions asked by Chairman Wagner about review of the wholesale utility rates and the effect such a review would have on the utility rate increase proposed in Ordinance No. 6204. Repp stated the City is bound by an agreement with wholesale customers which sets the rates until 2010, per Resolution 3817. Vice-Chair Cerino recommended the entire City Council be made aware of the existence of the agreement. Member Haugen concurred. Vice-Chair Cerino commented that wholesale water customers may be paying a higher rate when they do not use the amount of water outlined in the agreement. Member Haugen recommended the agreement be thoroughly reviewed in 2010. The Committee concurred. Page 3 Public Works Committee Minutes October 6 2008 DRAFT MINUTES It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve Ordinance No. 6204, amending Auburn City Code sections 13.06.36 and 13.48.100, pertaining to utility rates. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. INTERLOCAL AGREEMENT AND RATE STRUCTURE FOR WATER DISTRICT 111 AND COVINGTON WATER DISTRICT WHOLESALE CUSTOMERS Utilities Engineer Repp presented the IA-2 Agreement with the Covington Water District and Water District 111 and the corresponding rate structures to the Committee. Repp clarified the difference between the long term agreement which governs the City's relationships with the water districts and the documents which regulate the rates the districts are charged as wholesale water customers. The documents that determine the rates will be reviewed in 2010 and the IA-2 agreement extends beyond 2010. Chairman Wagner asked about page 5, item 9 of the IA-2 agreement and the wording in reference to the termination of the agreement. Director Dowdy commented on the outlook of acquiring new water rights in relationship to the intent each party may have had in crafting the long term agreement. The Committee continued review of the agreement and the stipulations of termination. City Attorney Heid will further review the agreement and present his findings at a future Public Works Committee Meeting. Chairman Wagner also asked for further information on page 5 regarding dispute resolutions from City Attorney Heid. The Committee continued discussion about the water rates for wholesale. Chairman Wagner discussed the 1998 water rate analysis data and the level of detail that should be included in the new rate study data. Finance Director Coleman answered a question regarding rates paid by wholesale water customers. Utilities Engineer Repp clarified the data that would be included in the updated rate study for the Committee. The Committee discussed the costs involved in supplying water to various areas outside Auburn. Mayor Lewis discussed the difference between the City's partners, such as Water District 111, and the arrangement with the City of Algona. Chairman Wagner requested a percentage comparison between volume and revenue be included in the Comprehensive Plan. Vice-Chair Cerino commented on the costs incurred by wholesale customers versus the cost to the City for providing the water. The Committee also discussed comparing the City's water rates with those of other jurisdictions and what is being done about conservation pricing. B. CODE REVISIONS RELATED TO THE QUASI-JUDICIAL PROCESS City Attorney Heid asked the Committee for questions or comments regarding Ordinances No. 6182, 6184, 6185, 6186, and 6187 and the proposed changes to the quasi-judicial process. Heid explained this is an opportune time for the proposed changes to the City Code because the Planning and Public Works Departments are in the process of reviewing the existing City Code and City Design Standards and there is a current moratorium on Conditional Use Permits. Heid stated until the City Code is changed the quasi-judicial process continues as-is. City Attorney Heid gave examples of situations when the Council would continue to be involved in quasi-judicial matters. Council is the responsible agency for determinations of land use Page 4 Public Works Committee Minutes October 6, 2008 DRAFT MINUTES related issues and also the deciding agency on other development related issues. Those issues that are discretionary would be addressed by the Hearing Examiner. Heid continued, explaining the difference between quasi-judicial and legislative issues. The Committee discussed the appeals process and the roles played by the Council, Hearing Examiner, and the Courts with City Attorney Heid. Heid responded to questions asked by Mayor Lewis regarding the circumstances when land use issues would go to Council. Heid stated the appeal process is the primary change to the City Code that would impact what issues the Council would see. City Attorney Heid answered questions asked by Vice-Chair Cerino regarding the roles of the Hearing Examiner, developers, and the Court. Principal Planner Chamberlain clarified the difference between site specific rezones, which go through the Hearing Examiner with a recommendation to the Council, and area/City wide rezones, which are legislative and go though the Planning Commission process then to the City Council. Chamberlain stated final plats would also still go through Council. The Committee continued discussion about the change in the role of Council and City Attorney Heid clarified parts of the agenda bill for the Committee. Chairman Wagner suggested a list of specific examples of quasi-judicial situations and non quasi-judicial situations be provided. Mayor Lewis recommended attention be focused on the development processes before the moratorium is released and not of the passage of the quasi-judicial ordinances. Member Haugen commented on the need for the public to be further educated on and have a better understanding of the current quasi-judicial process and the proposed changes. Haugen expressed her concern for the public and their role in the appeals process and voiced her argument against the proposed ordinances. The Committee, Mayor Lewis, and City Attorney Heid discussed the possible legal ramifications for the City and the cost to the citizens if the City Code is not changed. Chairman Wagner suggested the citizens be further informed as to why the appeals process is changing and Mayor Lewis concurred. City Attorney Heid discussed quasi-judicial matters that may come before Council and the constraints of the Appearance of Fairness Doctrine as it applies to Councilmembers and discussions with constituents about potentially quasi-judicial issues. The Committee discussed Ordinance No. 6187 and developer agreements with City Attorney Heid. Vice-Chair Cerino asked when action will be taken on approval of the ordinances. Principal Planner Chamberlain answered the ordinances are an action item with the Finance Committee. Chairman Wagner requested a press release regarding the issue. Mayor Lewis concurred. Chairman Wagner asked what the urgency in taking action on the quasi-judicial process is. Mayor Lewis stated the matter is of great urgency in lieu of the recommendations of the City's insurance pool. Vice-Chair Cerino stated he is not in complete agreement with the proposed ordinances, but understands the need and is ready to take action. Chairman Wagner concurred. The Committee discussed the updates to the Auburn City Code and Design Standards and the moratorium on the Conditional Use Permits. Page 5 Public Works Committee Minutes October 6 2008 DRAFT MINUTES C. DEVELOPMENT CODE UPDATE PROJECT BRIEFING Director Dowdy introduced Assistant Planning Director Snyder to the Committee. Assistant Planning Director Snyder gave the Committee an overview of the code update project. Snyder stated the Planning Department is working in a partnership with the Public Works Department on the updates to both the Auburn City Code and City Design Standards. Snyder outlined the primary goals of the project that have been established by staff and the issues being reviewed which are the ease of use of the codes, providing graphical and visual details, and removing conflict or providing consistency. Snyder also stated a detailed matrix and Gantt chart are being developed to aid in the review of Code and the Design Standards. Planner Andersen gave a brief overview of the current status of the project. Andersen reported on the formation of a Development Community Advisory Committee. Andersen stated there will be three workshop meetings, the first scheduled for October 24th, and subsequent meetings in December and January 2009. Andersen gave the Committee an update of work being done by the consultant. Assistant Planning Director Snyder stated the aim is to have phase one of the project completed by mid-March 2009. Snyder asked the Committee for feedback relative to design and residential standards. After brief discussion the Committee agreed that storm drainage and transportation standards should be part of phase one of the review of the Design Standards. D. EASEMENT RELINQUISHMENT RELATED TO THE LAKELAND EAST DEVELOPMENT AND DECOMMISSIONED EAST POINTE PUMP STATION Assistant City Engineer Gaub provided the Committee with background on the decommissioning of the East Pointe Pump Station and distributed maps of the area showing the easements around the pump station. In order for the plat for the storm pond to be completed, the easements need to be released. Gaub responded to questions from the Committee regarding the current locations of the easements and the future location of the storm pond. The Committee supports the relinquishment of the existing easements at the East Pointe Pump Station location. E. STORM DRAINAGE COMPREHENSIVE PLAN BRIEFING Storm Drainage Engineer Carlaw discussed the update of the Comprehensive Drainage Plan. Carlaw explained since the adoption of the 2002 Comprehensive Plan, there are several regulatory requirements have been established which have influenced the manner in which the updated Comprehensive Plan is being prepared. Carlaw stated there is a need for accurate system inventory, which becomes the foundation for the plan. The inventory leads to modeling effort, capital improvements, etc. Chairman Wagner asked if staff had to go to the Lea Hill area to complete an inventory or if King County supplied the City with drawings. Carlaw answered that City Staff is working on both the Lea Hill and West Hill inventory and the level of effort to complete the work is substantial. Carlaw explained that the inventory information provided by King County is incomplete and that detailed records review and field investigations are required to complete work. Page 6 Public Works Committee Minutes October 6, 2008 DRAFT MINUTES Carlaw introduced the consultants from Brown and Caldwell, Steve Anderson, Project Manager and Tony Dubin, the Modeler/Technical Lead. Using a handout of the Comprehensive Drainage Master Plan, Project Manager Anderson presented the Committee with an overview of the planning process, status of the project, project challenges, the system inventory process, and the benefits of the system inventory. Anderson answered questions asked by Chairman Wagner regarding a level of service metrics for storm drainage. Anderson reported there are draft levels of service being reviewed by Storm Drainage Engineer Carlaw and Utilities Engineer Repp. Project Manager Anderson gave the Committee details about the status of the activities for the project. Anderson stated the bulk of the existing flooding areas, areas with know problems, the data has been collected and validated. Capital projects have been identified and reflected in the current Capital Improvement Projects (CIP). The focus is now on completing the inventory and a 6 year CIP and 20 year CIP. Anderson and Modeler/Technical Lead Dubin answered questions from Chairman Wagner about flow monitoring. Chairman Wagner asked for distinction to be made between NPDES and NPDES II. Anderson explained the project challenges. Dubin answered questions about the information collected and how drainage assets were identified. Chairman Wagner asked questions about collecting data on private systems, which were answered by both Anderson and Dubin. The Committee, staff and consultants continued discussion about the collection of data on private drainage systems. Assistant Director/City Engineer Selle stressed the importance of having a calibrated working model to verify assumptions made in the model including storm drainage from private storm drainage systems. Project Manager Anderson reviewed the benefits of the system inventory, including improved accuracy for in development of CIP, being able to meet regulatory requirements. There are some regulations that require an inventory including the City's NPDES Phase II permit. The inventory also increases the efficiency of the Utility to manage the drainage system. Modeler/Technical Lead Dubin presented the Committee with the system analysis. Using a City map, Dubin identified areas of the City where data inventory was high priority, medium priority, and low priority. Dubin answered questions regarding the criteria used to prioritize the different areas of the map. Prioritization is primarily based on level of need and scheduling. Dubin outlined which system area inventories were complete and the status of the remaining areas. Storm Drainage Engineer Carlaw estimated the inventory of the annexation areas is 15% complete. Director Dowdy recommended some sections of the West Hill annexation area be reclassified to higher priority. Mayor Lewis and the Committee agreed. Dubin discussed the conceptual 6 year CIP and 20 year CIP. Storm Drainage Engineer Carlaw reviewed the projects included in the development of the CIP with the Committee. Chairman Wagner asked if all of the project were included in the current CIP. Carlaw answered only the first three were included. Storm Drainage Engineer Carlaw and the Committee discussed the Comprehensive Plan Schedule. Carlaw stated because of the time being taken to complete the system inventory and the request for some of annexation area to be moved to high priority, the schedule will be impacted. Page 7 Public Works Committee Minutes October 6, 2008 DRAFT MINUTES Utilities Engineer Repp answered questions asked by Chairman Wagner regarding the Comprehensive Plan data and its relationship to the Utilities Rate Study. The Committee, staff and consultants continued discussion about the technology being using in the collection of data, developing the draft project list, and potential budgetary issues. F. SANITARY SEWER COMPREHENSIVE PLAN BRIEFING Sanitary Sewer Engineer Elwell provided a briefing on the Sanitary Sewer Comprehensive Plan update. Elwell reported the process for the Sanitary Sewer Comprehensive Plan update paralleled that of the Storm Drainage update. One difference is sanitary sewer started with a better inventory and sense of what the assets are. Elwell stated that over the course of the next couple of months staff will be bringing additional information to the Committee for discussion, including policy and level of service recommendations and updates. Elwell introduced the Project Manager, also from Brown and Caldwell, Todd Keithahn. Using a handout of the General Sewer Plan Update, Project Manager Keithahn presented the Committee with an overview of the planning process, status of the project activities, review of the hydraulic and economic life models, and the project schedule. Elwell answered questions asked by Chairman Wagner regarding SEPA requirements. Elwell responded to questions asked by Chairman Wagner regarding the exclusion of the Kersey III development in the Economic Life modeling. Elwell answered additional questions asked by the Committee about the calibration of the model. Keithahn reported some of the major pipe problems were identified in the modeling and included in the CIP. Sanitary Sewer Engineer Elwell and Assistant Director/City Engineer Selle responded to questions asked by Chairman Wagner regarding determining pipe type and identifying areas that require more immediate attention. Elwell explained the working model. Chairman Wagner requested further detail about the Economic Life Model. Keithahn reviewed the benefits of the Economic Life Model and the project schedule. The Final Plan is scheduled to be brought to the Committee Spring 2009. G. CAPITAL PROJECT STATUS REPORT Item 39 - CP0901 - 2009 Local Street Preservation: Chairman Wagner asked about the Total Estimated Cost. Director Dowdy answered the amount needed to be revised to reflect the reduced budget without issuance of bonds. Page 8 Public Works Committee Minutes October 6, 2008 DRAFT MINUTES V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:32 p.m. Approved this day of 12008. Rich Wagner Chairman Jennifer Rigsby Public Works Department Secretary File: 17.2 H:\AgendaBills\2008\100608Minutes and E:\Minutes\08PW10-1 Page 9