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.
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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.
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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
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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.
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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.
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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.
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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.
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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
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