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HomeMy WebLinkAbout03-03-2008CITY OF AUBURN PUBLIC WORKS COMMITTEE March 3, 2008 WASHINGTON 1. CALL TO ORDER 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, City Attorney Dan Heid, Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Laura Philpot, Finance Director Shelley Coleman, Financial Planning Manager Karen Jester, Risk Manager Rob Roscoe, Storm Drainage Engineer Tim Carlaw, Water Utility Engineer Cynthia Lamothe, Water Quality Program Coordinator Chris Thorn, Transportation Planner/Grants Manager Tiffin Goodman, Traffic Operations Engineer Scott Nutter, Project Engineer Robert E. Lee, Project Engineer Ryan Vondrak, Sanitary Sewer Utility Engineer Bob Elwell, Engineering Aide Amber Mund, Brown & Caldwell Inc. representatives Mike Mihl and Liz Norb, Resident Oxford Court Greg Steveny, Secretary Alison Hudson. 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 February 19, 2008 and the Special Public Works Committee minutes for February 22, 2008. Motion carried. B. APPROVE RIGHT-OF-WAY USE PERMIT 08-02 FOR OXFORD COURT APARTMENTS Oxford Apartments, located at 717 A Street NE has requested a Right-of-Way Use Permit for five years for an existing parking lot on the east side of the apartments, which is in the right-of- way on A Street NE. Staff responded to questions from the Committee on the reason for issuing a right-of-way permit for the apartments at this time, pointing out that the parking lot is currently located in the right-of-way, and has been for many years. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve right-of-way use permit 08-02. Motion carried. C. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-322 WITH BROWN & CALDWELL INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR PROJECT NO. CP0804, GREEN RIVER PUMP STATION MODIFICATIONS The project consists of modifications to the Green River Pump Station to reconfigure discharge piping, anchorage and supports, including demolition and replacement of existing damaged structural supports. In response to a question from the Committee, staff confirmed that the work sequence will be developed to allow the pump station to remain in operation during construction. This work is being done as part of the Water Repair and Replacement program. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-322. Motion carried. APPROVE INITIATION OF PROJECT NO. CP0763, THE BRAUNWOOD IMPROVEMENT Public Works Committee Minutes March 3. 2008 This project consists of modifications to the Braunwood Well satellite system to provide telemetry improvements allowing staff to monitor the well from the Maintenance and Operation facility. Responding to questions from the Committee, Utilities Engineer Repp discussed the need for the telemetry system to control the well and pumping system. The project is being coordinated with the SCADA project which encompasses telemetry, communications systems and security features for the City's utility systems as a whole. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee grant approve initiation of Project No. CP0763. Motion carried. III. ISSUES A. ADOPT ORDINANCE NO. 6152 Sewer Utility Engineer Elwell responding to questions from the Committee regarding the amendments being made to City Code via Ordinance No. 6152, explaining that the external impetus for reducing FOG discharges was based on our contract with King County and their requirement that a minimum of fat, oil and grease (FOG) enter our sewer system and, that although King County does not monitor us, it is a requirement that we must enforce. Mr. Elwell explained that FOG also resulted in backups and more frequent cleaning and maintenance of sewer lines. Chair Wagner asked if the City had seen any sewer backups due to the FOG and Mr. Elwell explained that we have had backups, although maintenance and operation have identified "trouble lines" in the last several years and have incorporated a more frequent cleaning schedule for those lines. Chair Wagner expressed concern that the word "or" included in the proposed changes to prohibited discharge section of the code would require the City to test for FOG concentration whenever a visible sheen was observed. Mr. Elwell answered that the City did not intend to use testing but wanted an objective standard to fall back on. Mr. Elwell said that staff would re- examine the wording of that section to add clarity. The Committee continued to discuss in depth, issues regarding the type and scope of establishments monitored. The question of how pH levels in the current code are measured and tested was presented and Mr. Elwell explained that the City does not have anything in place for that type of testing. Mr. Elwell explained that all proposed City Code revisions were being brought to the Committee at this time, that the plan for initial implementation is a year long process, and its timing is in conjunction with the June 301h issuance or renewal of a business license. The first objective is tc establish that there is a FOG program in place for those businesses that discharge and that those businesses must maintain their grease removal system in a manner that will prevent fat, oil, or grease waste from being discharged into the City's sewer system. A discussion ensued regarding the need to clarify or define "take-out" and other questionable types of businesses that might require a FOG plan or not. Mr. Elwell explained that the "take out" reference is found in the existing code and not the proposed amended code. The Committee also expressed a preference that temporary food vendors, such as those that may serve food at "Good Old Days" concession stands be specifically mentioned in the Code as being required to meet these standards. The committee asked if an "end of year" compliance timeframe would be less of a burden to local businesses and staff clarified that the plan is to take the first year to work with FOG plan businesses, so that they understand what the requirements are and provide necessary Page 2 Public Works Committee Minutes March 3. 2008 education, so that by 2010, businesses will be able to implement the necessary changes for compliance. The Committee voiced concern about connecting this to business licenses and Director Dowdy explained that first year requirement was for business owners to complete a form that will give us a basis for the requisites necessary to be met per business. Director Dowdy further explained that the intent is to create awareness of the requirements during the next business license renewal cycle, which will give businesses time to know what they need to do to meet the standard business practice requirements to comply. The committee maintained their request that the first round of FOG Control plans be required by the end of December, 2008 Responding to the Committee's questions regarding interceptors, Staff explained that they were located outside and underground and therefore required professional cleaning. Grease traps, on the other hand, were smaller and located inside the business facilities, so they may be cleaned by business employees or owners. The Committee's opinion is that the scope of the exclusion is too broad and they requested that a list be provided of the these establishments by their location and business address with a map of the downtown FOG business locations, and the total number which would require FOG Control Plans, so a true evaluation can be made. The Committee requested that this item be brought back for further discussion as soon as staff can prepare the requested data. IV. DISCUSSION AND INFORMATION A. ORDINANCE NO. 6168 BUDGET AMENDMENT FOR 2008 This current Ordinance No. 6168 is for carry forward of project and contract balances from 2007 and additional appropriations in the various funds. Finance Director Coleman and Financial Planning Manager Jester responded to Committee questions regarding a number of department funds. Finance Director Coleman also responded to questions from the Committee regarding the Water Utility fund and stated that the amendment is to bring funds forward to 2008 for projects that were not completed in 2007. Chairman Wagner indicated concern over projects that were previously deferred to later years that perhaps can now move forward. City Engineer/Assistant Director Selle indicated that some of those deferred projects are being proposed to be completed by developers and that the Comprehensive planning efforts underway may identify differing priorities then in the previous Comprehensive plan due to the improvements that have been completed. Chairman Wagner indicated a desire to review the budget ramifications of known water utility projects sooner than the scheduled Comprehensive plan efforts. It was questioned as to whether the current approach of presenting budget amendments as they occur was easier or more difficult for staff. Ms. Coleman stated that as they were on a two year budget cycle and due to the annexation and other issues, it was easier for finance staff to manage. B. TRAFFIC CALMING PROGRAM UPDATE Transportation Planner/Grants Manager Tiffin Goodman provided a brief overview of the Page 3 Public Works Committee Minutes March 3, 2008 Memorandum attached to the packet that provides an update on the status and progress of the Neighborhood Traffic Calming Program, which staff last reported to the Public Works and PCD Committees on in July, 2007. Chair Wagner commented that the signs being used at the traffic circles on 2nd Street SE at F Street SE and K Street SE appeared to be confusing to motorists. Chair Wagner asked if the same signage was being used in Seattle and other jurisdictions. Manager Goodman stated that most traffic circles in Seattle use a yellow diamond sign. Transportation Manager Philpot offered to have staff investigate different signing options for the Committee's consideration. The discussion continued regarding traffic circles and the Committee's concern about the ability of larger vehicles to navigate the circles. The committee discussed how the traffic circle at F Street SE and 2nd Street SE made it difficult for larger vehicles to turn left due to the radius, curbs and surface of the streets. Manager Philpot stated that if the traffic circle at this location were any smaller, it would not be effective as a traffic calming device. Chair Wagner suggested being able to see a diagram showing the size of the circles and Manager Goodman offered to provide a diagram and to show Seattle standards, so the Committee would have a better feeling for how the traffic circles are designed. Chair Wagner stated that the traffic circles needed to be given a fair chance, but the discussion continued regarding the complaints that had been issued concerning F Street SE. Director Dowdy explained that it was important for the Committee to understand that commuters, not local traffic, were the source of the complaints we heard during the neighborhood meeting as residents were concerned about "Pass-thru" traffic speeding through their community and it is a challenge to balance commuter desires with local residents wanting to have slower traffic for safety concerns. The Committee noted that although it supported using traffic calming devices to discourage regional commuters from cutting through residential neighborhoods, it was important to ensure Auburn residents were still able to get to various locations within Auburn. Chair Wagner emphasized that fundamentally, the primary issue is: "Safety 151, driving convenience second", which will be a discussion item at the next Council of the Whole meeting. Vice-chair Cerino asked if the video that they had seen previously on traffic calming was still available for their review. Ms. Philpot was not sure if it was available because it was a webcast session. Mayor Lewis stated that we must continue to look at solutions for non-mainstream traffic. The Committee also discussed locations planned for the radar speed signs and requested to see a map of those locations. The Committee acknowledged other areas currently in the Traffic Calming Program, including SE 316`h Place where the neighborhood voted to install two traffic circles. The topic will come back to Committee for further discussion. C. C504A, R STREET SE UTILITY IMPROVEMENTS Project Engineer Lee responded to questions from the Committee clarifying that the project was still in the design stage with the goal to advertise in late March or early April and begin construction in June of this year. Engineer Lee also informed the Committee that the estimated time for completion of construction is approximately 240 working days and will likely span two Page 4 Public Works Committee Minutes March 3. 2008 construction seasons. It is intended that access will be provided through the project during construction with some potential for short term closures for specific activities at times. Engineer Lee indicated that most construction would be completed on one side of a roadway at a time and that the complexity of the construction at the intersection of 21st St. SE and R St. SE may require a short closure. Engineer Lee, utilizing a project vicinity map, described the different utilities planned for each road segment within the project limits as follows: sanitary sewer on 17"' St SE from K St SE to M St SE, on M St SE from 17th St SE to 21st St SE, and on 21st St SE, from M St SE to R St SE, water on M St SE, from the 1800 block to 21st St. SE and on R St SE from 21st SE to 25th St SE, and storm drainage on M St SE, from the 1800 block to 215' St SE, on 21st St SE from K St SE to R St SE, and on R St SE from 21 st St SE to 25th St SE. Engineer Lee also briefly discussed the status of the design work and Assistant City Engineer Gaub explained that the sanitary sewer work included in the project is the last phase of the Auburn Way South Sewer improvement project. In response to a question from the Committee, Engineer Lee indicated that residents along M Street SE recently received a letter discussing the construction work planned and the potential impacts to their driveway connections to the new roadway. Due to settlement within the roadway corridor over time, the reconstruction of the roadway and improvements to the drainage facilities may require some minor re-grading of the residents driveway's beyond the right-of-way; however, this is not expected to be more then a few feet. The Committee requested that the project description flyer be revised to re-order the purpose of the project. D. NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM PERMIT Presentation on the National Pollutant Discharge Elimination System Western Washington Phase II Municipal Stormwater Permit. The City's compliance, including the draft Stormwater Management Program and the Washington State Department of Ecology's Annual Report Form were the elements of the discussion and to provide further information to the Committee. Water Quality Program Coordinator Thorn introduced Mike Milne, a consultant with Brown & Caldwell, who gave a presentation which included permit requirements, major work tasks to be completed by the City, and work accomplished to date. Consultant Milne explained that the Stormwater problem was identified 25 years ago at the national level and is major contributor to the degradation of the surface water bodies in the nation. The goal of the permit is to improve water quality nationwide. Mr. Milne also explained that the stormwater permit allows municipalities to discharge stormwater runoff into the nation's waterways. The State Department of Ecology released Phase II on June 17th, 2007 for a term of five years. The main requirement of the permit is that the City develop and implement stormwater management plan. The plan will address educational and outreach programs, public involvement, illicit discharge detection and elimination, and adoption of stricter development standards. Mr. Milne discussed new development regulation, municipal operations, future water quality monitoring , and tracking stormwater costs, which are controversial and currently under appeal with the state. Mr. Milne also informed the Committee that new requirements are added at Page 5 Public Works Committee Minutes March 3. 2008 various points during the 5 year permit cycle. Mr. Milne explained that City staff has prepared a draft stormwater management plan and a draft work plan and that these two documents provide the framework for compliance with permit requirements. These documents have been presented to the effected City departments for review and comment. Mr. Milne further explained that the City is required to submit its first annual report on March 31, 2008.The Committee questioned if the reports were mandatory and if penalties would be assigned if these requirements were not met, which was confirmed by Mr. Milne. Chair Wagner asked the consultant what the penalties would be for the violations and what enforcement element would be in place. Utilities Manager Repp explained that the plan has enforcement included and that it involves all City departments and shows how each department is involved. The next step is to finalize the City's internal plan, initiate a forum for public review and comment process, to post the draft on the 2008 Stormwater Management Program website, and prepare the first annual report, to be submitted with the City's final plan. Chair Wagner referenced illicit discharge elimination section commenting that the enforcement actions seem to be a fairly large task. Mr. Repp explained that many enforcement authorities are in place under existing code. Chair Wagner inquired if there was a summarization of the plan in place, which Mr. Repp confirmed, adding again, that we already do many of the task required. Chair Wagner requested avoiding policy type action, asking for the best management definition, which he was informed was contained in the permit. Questions continued regarding how difficult it would be to track and monitor illicit discharges. Mr. Repp explained that standardized approaches to illicit discharge programs have already been developed and it won't be difficult to meet the new standards. A request was made for a copy of the presentation. E. STORM DRAINAGE, ACC 13.48.230, CONNECTIONS - POLICY DIRECTION Utilities Engineer Repp asked the Committee if they thought the existing code adequately reflected the Committee intent. The code requires that storm drainage systems be brought up to current design standard when project internal and external improvements exceed fifty percent (50%) of the assessed value of the property at the time of re-development. Due to a recent incident involving the difference in requirements for two adjacent properties, it was emphasized that the City Code does not require upgrading of existing storm drainage facilities when making interior tenant improvements only. Mayor Lewis asked the Committee if it is comfortable with how the City Code currently reads, emphasizing improvements to existing facilities rather then re-construction or replacement or did they feel that additional adjustments were needed to address council concerns. Director Dowdy explained what the downtown exemption area included in the current code that exempts all development from upgrading their existing storm drainage facilities. Staff will further investigate the issue and bring back to the Committee at a later date. F. DISCRETIONARY SERVICE AGREEMENT WITH KING COUNTY ROADS Traffic Engineer Nutter clarified that a discretionary service agreement with King County Roads was proposed to simplify the process of using King County Services by establishing an agreement with a work order request process. This would allow staff to utilize King County services for bridge inspection and maintenance, channelization services, and traffic signal Page 6 Public Works Committee Minutes March 3. 2008 maintenance and repair services. The Committee requested that an Interlocal Agreement be brought back to the Committee for review. G. CAPITAL PROJECT STATUS REPORT No. 9 - CP0637 - Traffic Signal & Luminaire Project: Chairman Wagner was concern about a discrepancy between the project budget shown and the budget as finance reports it. Staff indicated that the project budget is for the 2007 project only and that there are also funds included in 2008 for a separate 2008 project. No. 12 - CP0732 - 2007 Sewer/Storm Manhole Ring & Cover Replacement Chairmen Wagner indicated that the completed manhole adjustments on 29` Street looked much better then the previous ones he reviewed. No. 15 - CP0730 - 2007 Pavement Preservation 6th Street SE: Assistant City Engineer Gaub informed the Committee that the apparent low bidder's references are still being reviewed and that it is expected to come forward at the next committee meeting for action. No. 18 - C504A - R Street SE Utility Improvements - Staff explained that the difference between the estimated total project cost and the budget is related to the inclusion of the other utility work and the multi year nature of this project. No. 19 C207A - "A" Street NW Corridor - Phase 1: Assistant City Engineer Gaub clarified that the total project cost indicated in the 2008-2013 TIP and on the White paper the Committee received at the retreat were the same amounts and that this phase of the project includes the design and construction of the corridor from 3`d Street NW to 14'" Street NW. The total project costs indicated in the Capital Facilities Plan does not include the developer contributions for the work completed or being completed by Mohawk Plastics. The Committee requested that a briefing for this project be included at the next committee meeting to better explain the estimated costs and the funding sources and shortfall for the project. No. 25 - CP0634 - 4t' St NE Sewer Force Main: Chairman Wagner had a question related to the map provided to the Committee in their boxes and asked for an explanation of who responded indicating that they wanted sewer service. Utility Engineer Rapp provided clarification of what the colors on the map indicated and after a brief discussion, the Committee indicated that they were not in favor of completing the sewer line down 4`h PI. NE to serve one property but would prefer to see if there is a possibility of serving that property from Riverview Dr. This may reduce the easement acquisition needed or perhaps simplify it. No. 27 CP0759 - Olympic Middle School Pathway Staff explained that the project is in the preliminary design phase and that coordination with the School would occur during the design of the project. This project will also come back to the Committee for discussion related to the H Street LID. No. 29 C512A - Emergency Power Generators: - The Committee asked for confirmation that staff was coordinating generator projects across the City so that like needs and cost advantages could be addressed. City Engineer/Assistant Director Selle advised the Committee that a study is in process to identify needed generator improvements/upgrades to Public Works facilities and that generators for such facilities (pump stations, wells, etc.) are different than building generators for which the H.R. Department's Facilities staff is responsible. Page 7 Public Works Committee Minutes March 3 2008 No 31 C507B - Auburn / Pacific Trail Phase 2: Staff clarified that the City of Pacific is working on resolving the Right-of-way needs for the project and that Auburn will be providing overall project management for Pacific for the project. No. 32 CP0760 - AWN Pedestrian Crossing: The Committee asked for clarification of the scope of this project. Engineer Gaub explained that the project includes a signalized crosswalk near 42nd Street NE. The Committee went into executive session at 6:00 p.m. The Committee ended the executive session at 6:25 p.m. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned following the executive session that ended at 6:25 p.m. Approved this -2'fi' day of March '2008. Rich Wagner Chairman Alison Hudson Public Works Department Secretary File: 17.2 H:1AgendaBills120081030308Minutes and E:1Minutes108PW03-1 Page 8