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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN PUBLIC WORKS COMMITTEE November 16, 2009 DRAFT MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:06 p.m. 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 Sue Singer. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Maintenance and Operations Manager Randy Bailey, Engineering Aide Amber Mund, Project Engineer Ryan Vondrak, Traffic Engineer Pablo Para, Transportation Planner/Grants Manager Chris Hankins, Principal Planner Elizabeth Chamberlain, Transportation Planner Tiffin Goodman, Water Utility Engineer Cynthia Lamothe, Sanitary Sewer Engineer Bob Elwell, Storm Drainage Engineer Tim Carlaw, Utilities Civil Engineer Joel Chalmers, Finance Director Shelley Coleman, City Attorney Dan Heid, Chief of Police Jim Kelly, Assistant Planning Director Kevin Snyder, Finance Planning Manager Karen Jester, Senior Planner Chris Andersen, Associate City Attorney Allison Stanhope, Martin Chaw, FCS Group Consultant, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. Chairman Wagner announced that Member Singer would be approximately an hour late to the meeting. II. CONSENT AGENDA A. APPROVAL OF MINUTES Chairman Wagner stated Member Singer made a request, via email, that the minutes be modified to reflect her recommendation that the TIP Project #31 be updated to include bicycle safety. Director Dowdy stated the minutes reflect the request. The Committee reviewed the minutes and discussed the recommendation to change the title of the Project. Traffic Engineer Para verified the title of the project had been changed and the description updated to reflect the emphasis on bicycle safety. It was moved by Vice-Chair Cerino, seconded by Chairman Wagner, that the Committee approve the Public Works Committee minutes for date, November 2, 2009. Motion carried 2-0. Page 1 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 09-40 FOR THE AUBURN PROFESSIONAL PLAZA AWNINGS Engineering Aide Mund was present. There were no questions from the Committee. It was moved by Vice-Chair Cerino, seconded by Chairman Wagner, that the Committee approve Right-of-Way Use Permit No. 09-40 for the Auburn Professional Plaza Awnings. Motion carried 2-0. th C. PERMISSION TO AWARD CONTRACT NO. 09-15 FOR PROJECT NO. CP0815, S 277 RECONSTRUCTION PROJECT PHASE III – MARY OLSON FARM MATERIALS PROCUREMENT TO BERNARD COMMERCIAL, INC. ON THEIR LOW BID OF $57,101.70 PLUS WASHINGTON STATE SALES TAX OF $5,424.66 FOR A TOTAL CONTRACT PRICE OF $62,526.36 Assistant City Engineer Gaub was present. There were no questions from the Committee. It was moved by Vice-Chair Cerino, seconded by Chairman Wagner, that the Committee recommend Council grant permission to award Contract No. 09-15 for Project No. CP0815, S th 277 Reconstruction Project Phase III – Mary Olson Farm Materials Procurement to Bernard Commercial Inc. Motion carried 2-0. E. APPROVE AMENDMENT NO. 2 TO CONSULTANT AGREEMENT NO. AG-C-292 WITH INCA TH ENGINEERS, INC. FOR ENGINEERING SERVICES FOR PROJECT NO. CP0701, 8 STREET NE AND R STREET NE SIGNAL Project Engineer Vondrak explained that the amendment includes the completion of the project plans and specifications, thus readying the project to go out to bid. Vondrak answered questions asked by the Committee regarding the cost estimate for the project design. Chairman Wagner asked if the federal grant funds would need to be returned if work on the project was ended. Vondrak confirmed the funds would have to be returned. Vondrak stated that if the project was ended at this time and resumed at a later date, the City would need to seek the services of a consultant to incorporate the changes made to the project’s design, th such as the rechannelization of 8 Street NE, expansion of the fiber optic undergrounding for the Intelligent Transportation System (ITS), and relocation of the signal to the City’s existing Right-of-Way. Vice-Chair Cerino noted that if the project is postponed there is no guaranteeing that federal grant funds would still be available or that this project would be successful in obtaining grant funds. Assistant Director/City Engineer Selle commented it may also affect the City’s ability to obtain future grants on other projects. Chairman Wagner requested that discussion continue when Member Singer was present. Vice-Chair Cerino agreed. The Committee resumed discussion on Project No. CP0701. Director Dowdy suggested discussion begin with a briefing on the new channelization plan. Using a vicinity map, Project Engineer Vondrak explained the location of the signal pole on the southeast corner has to be Page 2 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES moved into existing City Right-of-Way due to the inability to obtain the Right-of-Way where the signal pole was originally intended to be located. Member Singer asked how channelization would be affected by relocating the signal pole. Traffic Engineer Para stated the rechannelization is separate from the signal design and can move forward regardless of any decision on the signal being installed. Para said the rechannelization creates separate benefits to the corridor, such as efficiency and Level of Service between M Street NE and th 104 Street. The road currently has two west bound lanes and one east bound lane. The proposed plan is to create two east bound lanes, thus eliminating one west bound lane because there is a much heavier traffic flow east bound in both the A.M. and the P.M. hours th into the Lea Hill area. The proposal will make the dual left turn lanes at the intersection of 8 Street NE and Harvey Road more efficient as well. Assistant Director/City Engineer Selle said th there will be a significant benefit at the intersection of 8 Street NE and Harvey Road for little cost. Chairman Wagner discussed the limited access to the apartment complexes on the north side th of 8 Street NE. Project Engineer Vondrak answered questions asked by Member Singer regarding the project budget. Member Singer asked if Right-of-Way would need to be acquired for the rechannelization. Para answered no additional Right-of-Way would need to be secured at this time. The Committee discussed the benefits of the signal at R Street NE versus the inconvenience it may create for drivers and residents of the apartment complexes. Assistant Director/City Engineer Selle answered questions asked by Member Singer regarding the possible reallocation of the federal funds as done on other projects. Selle pointed out that in those situations the project design efforts had not started for the original project. Selle also spoke about the City funds that have already been invested in the project and the costs that would be incurred by starting design on a different project. Selle commented that the reason the grant funds were assigned to the R Street project was to create a safe crossing for pedestrians and address turn movement concerns off of R Street. The Committee and staff discussed some of the alternatives that were considered to create th safe crossings for pedestrians on 8 Street NE. Citizen Wayne Osborne addressed the Committee, commenting on the need for a signal at R thth Street NE and 8 Street NE to enable safe left turns from R Street NE on to 8 Street NE. The Committee and staff discussed future increases in traffic flow on R Street NE. The Committee discussed the safety of pedestrians crossing at the intersection. Member Singer stated she was more in favor of the project now due to future increases in traffic on R Street NE and for pedestrian safety. Chairman Wagner requested additional accident data be provided to the Committee for review. It was moved by Vice-Chair Cerino, seconded by Member Singer, that the Committee recommend Council approve Amendment No. 2 to Contract No. AG-C-292 for Project No. th CP0701, 8 Street NE and R Street NE Signal. Motion carried 3-0. Page 3 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES III. ISSUES A. RESOLUTION NO. 4543SETTING THE TIME AND DATE FOR A PUBLIC HEARING BEFORE THE CITY COUNCIL ON THE 2010-2015 TRANSPORTATION IMPROVEMENT PROGRAM * Transportation Planner/Grants Manager Hankins and Traffic Engineer Para were present. Chairman Wagner asked if an open house regarding the Transportation Improvement Program (TIP) had been held. Transportation Planner/Grants Manager Hankins answered open houses are not normally held for the TIP. Assistant Director/City Engineer Selle stated there are open houses conducted for the Comprehensive Plans but for the TIP only a Public Hearing is held. Chairman Wagner asked if staff felt an open house would generate useful public input. Hankins reported there has been little interest or comment on the TIP in past years. Traffic Engineer Para stated that because the update to the TIP has been concurrent with the Comprehensive Transportation Plan update there has been public participation and the TIP was also presented to the Transportation, Transit, and Trails Committee for comment. Chairman Wagner spoke about the public input regarding transportation that has been gathered through the recent Neighborhood Meetings. It was moved by Vice-Chair Cerino, seconded by Chairman Wagner, that the Committee recommend Council approve Resolution No. 4543. Motion carried 2-0. IV. DISCUSSION AND INFORMATION A. 2009 COMPREHENSIVE PLAN AMENDMENTS, PLANNING COMMISSION RECOMMENDATIONS AND UPDATES TO THE TRANSPORTATION COMPREHENSIVE PLAN Principal Planner Chamberlain asked if there were any questions from the Committee. Chairman Wagner asked for a summary of the Planning and Community Development Committee discussion on CPM #5, the privately initiated request to change property located at th 800 C Street NW, at the intersection of A Street NW and 10 Street NW, from light commercial to light industrial. Assistant Planning Director Snyder stated that the Planning and Community Development Committee took a position opposite from the Planning Commission recommendation and did not support the change in zoning requested by the applicant. Snyder said the Committee felt the change would not be consistent with the intent of the Northern Auburn Business District Plan and a reevaluation of the plan should be conducted prior to any individual site specific changes being made. The Public Works Committee reviewed the map amendments from their 2009 Comprehensive Plan Working Binders. The Committee and staff discussed the impact that the future A Street/B Street NW Corridor project will have on the property in question. Principal Planner Chamberlain stated that in the Economic Development Strategies Document, the area is an extension of Downtown and with the corridor coming through staff felt this is not the most opportune time to change the zoning to light industrial. Chairman Wagner agreed. Assistant City Engineer Gaub answered questions asked by Vice-Chair Cerino regarding the half-street construction included in the A Street/B Street NW Corridor Project. The Committee and staff Page 4 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES discussed access to the property at 800 C Street NW, which is isolated by wetlands. Vice- Chair Cerino voiced support for the Planning Commission decision. The Public Works Committee gave a mixed reaction to CPM #5. Principal Planner Chamberlain stated there were updates to the Comprehensive Transportation Plan to be presented by Transportation Planner Goodman. Transportation Planner Goodman answered questions asked by Chairman Wagner regarding Riverview High School and Ilalko Elementary School not being within the Safe Walking Route areas. Chairman Wagner asked that the last two sentences of the section regarding the two schools on page 3-4 be stricken from the plan. The Committee asked that the discussion regarding the bicycle routes be postponed until Member Singer’s arrival. The Committee resumed review of the Draft Comprehensive Transportation Plan. Member Singer had no additional comments. B. WATER DISTRICT #111/COVINGTON WATER DISTRICT INTERIM SALES AGREEMENT EXTENSION Water Utility Engineer Lamothe stated the City currently has an agreement with the water districts which is up for renewal and the districts need to be given notification of whether or not the City will extend the existing agreement or enter into a new agreement. Lamothe said during discussions with the districts, it became apparent that the districts were looking for certainty of future rates, for at least 1-2 years, to be included in the agreement for budgetary purposes. Chairman Wagner asked how much the districts account for in total production. Water Utility Engineer Lamothe answered approximately 20%. Chairman Wagner asked how much it is costing the City to provide the water to the districts and what is the net revenue for the sale of the water. Lamothe responded that the utilities staff could gather the net revenue data for the Committee to review. Director Dowdy stated that the districts are trying to determine where they would purchase water from, if not from the City, and that is why they are requesting certainty of rates. The Committee and staff discussed increases in quantity rates based on the Consumer Price Index (CPI). Chairman Wagner voiced his opposition to using the CPI. Chairman Wagner suggested extending the agreement for one year with a 10% rate increase for this year. The Committee and staff discussed rate increases based on cost of service. Chairman Wagner referenced the Cost of Service Study from 1998. Director Dowdy suggested telling the districts the rate would not be locked in until the City completes review of the Utility Rate Study and the cost of service figures but that the cost would not exceed a determined amount. Lamothe replied the districts would probably be interested in a firmer amount for their budgetary planning. Director Dowdy then suggested extending the agreement at a flat 10% above this year’s rate until such time the Cost of Service Study and Rate Study is complete and then the agreement can be renegotiated for 2011. The Committee agreed. C. UTILITY RATES – REVENUE REQUIREMENT ANALYSIS Page 5 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES Utilities Engineer Repp introduced the consultant from FCS Group, Martin Chaw, to the Committee. Mr. Chaw distributed copies of the Water, Sewer, and Stormwater Utility Revenue Needs Assessment drafted by FCS Group. Mr. Chaw stated there are three topics to be discussed; revenue needs assessment, the results of the analysis, and comments and direction from the Committee based on the analysis results. Chaw reviewed the five key fiscal policies that were addressed when conducting the financial analysis; operating reserve, capital reserve, system reinvestment funding, debt service coverage, and debt management. Chaw explained that the reason the ranges for the recommended practices for operating reserve differ between the three utilities is due to the volatility of each utility, and the recommended practices are recommended industry standards. Mr. Chaw explained the recommended practice for capital reserve is to maintain a minimum balance equal to 1% of the system fixed assets. That amount can be used as a contingency for unanticipated repairs, as needed. Utilities Engineer Repp answered questions asked by Chairman Wagner regarding the balance of $1M that is currently maintained as capital reserve. Chairman Wagner asked what the 1% of system fixed assets would amount to. Mr. Chaw answered that for the Water Utility, the 1% would amount to approximately $600,000.00, for the Sewer Utility the amount would be approximately $600,000.00, and for Stormwater it would be an estimated $400,000.00. Chaw described the concept of system reinvestment (depreciation) funding, stating as the City is constructing new capital facilities one thing to consider is setting aside monies for future replacement of those assets. Chaw said the practice of many industries is to fund it at 100% of the depreciation. The City has not funded depreciation as a general practice in the past. Chaw reported the policy of funding depreciation is fairly expensive and although cities are moving toward the policy, not many are currently funding depreciation. The consultant’s recommendation for the City of Auburn is to phase in funding over a 10 year period starting in 2010. Member Singer asked if the policy would improve rate stability. Mr. Chaw answered that it would. Chairman Wagner stated it may not be the right time to start funding depreciation because of the current recession and also the need to fund a large number of capital projects. Chaw responded to questions asked by Director Dowdy regarding the net of debt expression. Chaw explained the purpose of depreciation funding is to lessen the dependence on debt to fund capital improvements. Chaw discussed the three options in depreciation funding. Member Singer voiced her support of depreciation funding and Chairman Wagner voiced his opposition. The Committee discussed the funding options. The current method the City practices is not to fund capital facility depreciation. Vice-Chair Cerino spoke about the effect that raising rates to fund depreciation may have on the City’s senior population and their ability to pay higher rates, as they would if increased as recommended by Staff. Member Singer asked what the senior discount for utilities is. Finance Director Coleman answered 50%. Vice-Chair Cerino spoke of his concern for citizens living on limited income. Chairman Wagner commented his primary concern is to avoid too large of a utility rate increase and his goal is to review operating and capital costs to find ways to keep rate increases as low as possible. Mr. Chaw continued, explaining the fourth key fiscal policy, debt service coverage. Debt service coverage is the amount of money set aside as reserve to show bond holders that the City has the financial resources to cover debt service payments. Mr. Chaw responded to questions asked by Chairman Wagner regarding the amount of revenue needed for coverage Page 6 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES of bond debt service and the benefits of increasing the rate of coverage. Mr. Chaw described the holistic view underwriters take when making the decision to issue bonds. Finance Director Coleman responded to questions asked by Chairman Wagner regarding figuring debt coverage and the inclusion of system development charges and calculating net income. Mr. Chaw stated that in financial modeling, FCS Group models coverage including systems development charges and excluding system development charges. Chairman Wagner supported including system development charges as part of the City’s policy. The Committee agreed. Mr. Chaw spoke about debt management and how the Capital Improvements Plan (CIP) is funded between debt and cash reserves over a six-year period. The recommended practice is to maintain a ratio of 50% debt and 50% cash. Chairman Wagner said that a 50/50 ratio is considerably more aggressive than the City has been in the past and is something for the Committee to consider. Chairman Wagner asked if the debt was extended from 20 year debt to 30 year would that affect the debt management calculations. Mr. Chaw answered it would lower the debt service cost and explained how the policy was modeled. Chairman Wagner asked if it would be beneficial to include a reference to the length of the debt preferred by the City. Mr. Chaw discussed the calculated risks involved in extending the debt. Finance Director Coleman spoke about the interest rate risks that generally apply to 30 year debt. Chairman Wagner suggested including a statement of the City’s preference for shorter term, lower interest rate debt. Coleman agreed. Coleman suggested strengthening the capital reserve to above $1M. Utilities Engineer Repp stated the amount of capital reserve will be reviewed. Mr. Chaw reviewed the Water CIP Annual Spending Plan graph with the Committee. The CIP for 2009-2014 is $36.8M and 72% of the CIP spending will occur during the first 3 years. The major projects planned for those 3 years include, water supply intertie, Well #1 Rehabilitation, the Lakeland Hills Booster Pump Station and the Les Gove Waterline Replacement. Chairman Wagner stated that the water demand may have changed since the decrease in home construction and suggested some of the water supply driven projects currently in the CIP may be postponed. Mr. Chaw discussed the total funding sources for the CIP. Chaw answered questions asked by Chairman Wagner regarding the percentage of system development charges. Chairman Wagner asked that staff verify the accuracy of the system development charges. Mr. Chaw pointed out the revenue generated from system development charge is volatile and difficult to predict. Member Singer recommended using the Planning Department’s growth estimates. Principal Planner Chamberlain responded to questions asked by Chairman Wagner regarding business growth estimates. Mr. Chaw spoke about the water operating expense forecast. The purpose of the forecast is to identify annual shortfall and determine the annual rate adjustments required to meet cash flow and debt coverage and avoid too much inconvenience to rate payers due to frequent rate changes. Mr. Chaw described the process used to develop the forecast. The Committee and staff reviewed the annual water operating forecast versus existing revenues graph. Mr. Chaw explained that the total revenues are sufficient to fund current operating expenses and debt services but if the City is considering a CIP that would cause the acquisition of new debt, there is a need for a rate adjustment. Mr. Chaw discussed the next graph, which demonstrated the total revenue generated with an annual 9.8% rate adjustment starting in 2010. The 9.8% rate increase is calibrated to make sure the City has enough funds Page 7 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES to cover its base operating costs plus the anticipated cost of new debt service as well as system investment funding and reserve operating funds. Mr. Chaw answered questions asked by Chairman Wagner about the forecasted 4% increase of labor costs. Vice-Chair Cerino commented that an annual 5% increase would likely fund everything with the exception of system reinvestment. Mr. Chaw reported each 1% rate adjustment generates approximately $75,000.00 in revenue. Mr. Chaw reviewed the graph measuring the impact of the recommended 9.8% annual rate adjustment to the water monthly billing form 2009 through 2014 for single family residential. Chaw said the next step, which has not yet been complete, is a cost of service analysis which may shift some of the rate increase away from single family residential customers to other customer classes. This means the 9.8% rate increase may not have the same weight across all customer classes. The Committee examined the graph showing the comparison between the City’s single family residential monthly water billing and those of surrounding jurisdictions. Chairman Wagner and Vice Chair Cerino expressed a strong desire to reduce the recommended 9.8% rate adjustments to nearer 5% by postponing some capital projects. Mr. Chaw summarized the Sewer CIP annual spending plan. The Sanitary Sewer CIP is valued at about $17.6M over the next 7 years. Approximately 67% of the CIP spending is to occur in the first 3 years and the major projects include two pump station replacements and annual repair and replacements through out the system. Chairman Wagner stated the sewer CIP is not as big of a concern as water and spoke about the effect the Metro charges for wastewater treatment have on City rate increases. Mr. Chaw reported on the sewer CIP funding sources. The Committee reviewed the bar graph demonstrating the annual sewer operating forecast and existing revenues. Mr. Chaw answered questions asked by Chairman Wagner regarding the annual rate increases programmed by Metro. Mr. Chaw compared the City’s current forecasted operating expenses versus revenues for the sewer utility. The total current revenues are sufficient to cover the City’s cash operating expenses plus most of the existing Metro wastewater treatments but are not sufficient to finance the current debt service. Mr. Chaw responded to questions asked by Chairman Wagner regarding the one time Metro rate adjustment that occurred in 2009. To meet forecasted financial obligations, a 9.5% rate adjustment is needed in 2010, with an annual rate increase of 11.6% starting in 2011. Mr. Chaw discussed how the combined utility revenue meets debt service payments but when the utilities are separated, the debt service obligations are not met in the sewer utility. Chairman Wagner commented that the City’s portion of rates is relatively small compared to Metro so that these City percentage increases will not be too burdensome for ratepayers and that urgent sewer capital projects would be more difficult to postpone than water or stormwater projects. The Committee and consultant reviewed the impact of rate increases to single family residential monthly sewer billing and the comparison of single family residential sewer billing to other jurisdictions. Mr. Chaw summarized the Stormwater CIP annual spending plan. The Stormwater CIP is valued at about $20.9 M over the next 7 years. Approximately 83% of the CIP spending is to th occur in the first 4 years and the major projects include 30 Street NE flood relief, Auburn Way flood relief, White River Storm Pump Station replacement, W Main Street flood relied, W. Valley Highway Improvements, and the Peasley Canyon Culvert replacement. Page 8 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES Mr. Chaw reported on the stormwater CIP funding sources. The Committee reviewed the bar graph demonstrating the annual stormwater operating forecast and existing revenues. The forecasted revenue is sufficient to fund the operating expenses through 2011. The NPDES compliance expenses are coming online in 2010. To meet forecasted financial obligations, a 7.0% rate adjustment is needed in 2010, with annual rate adjustments of 8.0% starting in 2011. Director Dowdy and Utilities Engineer Repp responded to questions asked by Chairman Wagner regarding facilities that may need to be upgraded to comply with NPDES. Chairman Wagner recommended the key for the stormwater operating forecast versus adjusted revenues be changed to read, “NPDES Operating Compliance Expenses.” Chairman Wagner expressed a strong desire to reduce the recommended 8% rate adjustments to nearer 5% by postponing some capital projects. Mr. Chaw said that that in terms of ratio for stormwater each 1% rate adjustment would raise approximately $50,000.00 and each 1% for the sewer utility would generate approximately $30,000.00. The Committee and consultant reviewed the impact of rate increases to single family residential monthly stormwater billing and the comparison of single family residential stormwater billing to other jurisdictions. Chairman Wagner asked if there were rate increase already programmed into the stormwater utility. Mr. Chaw answered, only through the year 2010. Chairman Wagner asked why the Cities of Kent and Renton’s stormwater utilities are lower that the City of Auburn’s, considering they are also Valley Cities. Utilities Engineer Repp answered that Kent and Renton are probably not as far along in the NPDES process as Auburn and Auburn’s operating costs include the costs of road sweeping and vegetation management programs. Mr. Chaw and the Committee discussed the assumptions that were used for the calculations in the assessment. Director Dowdy asked Mr. Chaw for additional information on what percent of the water utility is funded through system development charges in other high growth cities. Chairman Wagner suggested the system development charges be reviewed in the next year. Chairman Wagner said the next step in determining the utility rate increase is review of the CIP for project timing. Chairman Wagner asked how soon the Council needs to act on rate increases and how soon will the City need to obtain bonds. Finance Director Coleman answered the longer it takes to act the greater the impact financially and on the utility facilities in need of maintenance and repair. Chairman Wagner asked Utilities Engineer Repp for additional copies of the water and stormwater plans capital project timing for Committee review. Utilities Engineer Repp spoke about separating utility operating capital investment into different funds. The Committee supported doing so. Repp told Committee that staff would bring back revised financial policies at the next meeting. D. COMPREHENSIVE STORM DRAINAGE PLAN REVIEW Storm Drainage Engineer Carlaw was present. There were no specific questions from the Committee. Chairman Wagner requested a disclaimer similar to the one he requested for the Comprehensive Water Plan be included in the Comprehensive Storm Drainage Plan. Carlaw stated staff is currently working on the disclaimer that would warn readers of the Plans that the Page 9 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES City may not act to implement the Utilities Capital Improvement Plans depending upon economic circumstances, among other considerations. E. COMPREHENSIVE SANITARY SEWER PLAN REVIEW Sanitary Sewer Engineer Elwell was present. There were no questions from the Committee. Elwell reported there are reviews that are outstanding from the Department of Ecology and King County, but major revisions to the plan are not anticipated. F. COMPREHENSIVE WATER PLAN REVIEW Water Utility Engineer Lamothe summarized the progress made on the Comprehensive Water Plan. The draft has been reviewed by both the Public Works Committee and the Planning and Community Development Committee and the Committees’ comments have been incorporated in the draft plan. The draft plan received a determination of non-significance review from the Planning Department and was put out for public and regulatory agency review. Comments have been received from Lakehaven Water District, Pierce County, Highline Water District, and most recently, King County. Lamothe discussed standards that apply to areas outside the City limits, in unincorporated King County. Chairman Wagner asked that the Committee review the responses to the comments made by the other agencies prior to plan approval. The Committee and staff discussed clarifying, for developers and other readers of the Plans that the timing in the capital plans is not guaranteed by the City depending upon economic circumstances, among other considerations. Chairman Wagner requested such a disclaimer appear in several locations in the comprehensive plans. Member Singer and Chairman Wagner discussed including a timeline stating when the comprehensive plans can be relied on to make development plans. Director Dowdy stated he would try to develop the statement requested by Chairman Wagner. G. CAPITAL PROJECT STATUS REPORT Item 8 – CP0907 – 2009 Arterial Patching Program: Assistant City Engineer Gaub reported quantities are coming in under what staff was expecting so areas that can be patched on West thth Valley Highway, from 15 Street NW and 29 Street NW, will be included in the existing contract as weather allows. H. FLOOD PREPAREDNESS STATUS UPDATE Using a PowerPoint presentation, Director Dowdy updated the Committee on the status of the th City’s flood preparedness measures. Dowdy reported that the work along the river from the 8 th Street/Porter Bridge to 37 Street has been completed with the assistance of Emergency Management, the contractor and volunteers. The owner of the Auburn 40 plat is extending the levee from King County Levee Extension 5 to the I Street extension, using a private contractor. The work is almost complete. There is a contract executed for the work to be completed along th S 277 Street and Mill Creek. Dowdy stated materials have been ordered for the King County work on the east side of the Green River, with the exception of those needed for the south side of the Golf Course. There has been no change in the materials being used since the last update to Council. Director Page 10 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES Dowdy spoke about the work being done by King County. The Committee discussed the barricading of Green River Road in the event of flooding. Director Dowdy said currently the City is close to the working cost estimate for flood preparedness work. The Committee and staff discussed funding for the levee projects and the potential to reallocate storm funds. Dowdy said City staff has met with residents and property owners in the unprotected neighborhoods, keeping them as up to date as possible. The Committee reviewed the conceptual flood wall design and photographs of the work that has been completed. I. TRANSPORTATION BENEFIT DISTRICT LEGISLATION Director Dowdy briefed the Committee on the King County Department of Transportation Meeting regarding the establishment of a Transportation Benefits District (TBD). The County held the meeting to discuss the TBD option with the cities within the county. Currently, King County has fully bonded their existing transportation revenues and has deferred much needed maintenance on failing roads; there are short-span bridges that are in need of repair and this lead the County to consider forming a TBD. The County wants to move ahead with forming a TBD in unincorporated areas and asked if the cities wanted to join the County, thus forming a complete countywide TBD. Dowdy reported the response from city representatives was not favorable. Director Dowdy said the Street Utility, if passed by the legislature, will most likely not be applicable to counties and King County is in urgent need of transportation funding. Dowdy discussed the revenue picture for the King County general fund and bus revenues. The Committee reviewed statistical data, provided by the County, regarding revenue that could be generated by the City by participating in the TBD. Dowdy stated most city representatives believed their councils would not be in favor of participating at this time, given current the economic climate. Chairman Wagner asked if, in the future, the City decided to form a TBD, could the City do so independently. Director Dowdy confirmed the TBD could be formed independent of the County. The Committee and staff discussed participating in a TBD and incorporating a $20 vehicle licensing fee, with the County. The Committee agreed they were not in favor of participation in a countywide TBD at this time. The Committee and staff discussed the potential Street Utility currently in the State Legislature. Chairman Wagner commented that the Valley Fire Regional Authority would be a good model for a portion of the design of a Street Utility. J. ORDINANCE NO. 6273 AMENDING SECTIONS 10.36.190 AND 10.36.192 OF THE AUBURN CITY CODE RELATING TO COMMERCIAL VEHICLE PARKING AND RESIDENTIAL PARKING Chief Kelly reported that amendments to the City code were propelled by enforcement challenges and officers in the field finding it difficult to cite infractions due to various interpretations of the code. Kelly stated Parking Enforcement Officers, administrative staff and Legal Department staff met and fashioned the recommended amendments. The Municipal Services Committee has moved in favor of the ordinance. Page 11 Public Works Committee Minutes November 16, 2009 DRAFT MINUTES Associate City Attorney Stanhope answered questions asked by Chairman Wagner regarding the parking of unattached trailers and the intent of the ordinance. The Committee was in agreement with the motion made by the Municipal Services Committee. K. ORDINANCE NO. 6278 – BUDGET AMENDMENT NO. 3 Finance Director Coleman distributed Ordinance No. 6278. Coleman answered questions about the changes to the Arterial Streets Fund. Coleman discussed the projects that are being moved out to 2010 and the revenue that will be going back into the capital fund. The th ordinance is scheduled to go before Council on December 7. L. RESOLUTION NO. 4545 AUTHORIZING THE MAYOR TO PROVIDE NOTICE OF COUNCIL CONSIDERATION OF AN ORDINANCE AUTHORIZING CONDEMNATION OF PROPERTY TO WIDEN A PORTION OF SOUTH DIVISION STREET City Attorney Heid stated the City is pursuing the construction of the promenade and is in the process of making the agreements that will be necessary to move forward with the project. In the event agreements can not be made, Resolution No. 4545 will allow the City to seek eminent domain condemnation of part of the Right-of-Way. Heid pointed out the resolution authorizes notice and is only the first step in the condemnation process which will be used only if necessary and on Council approval. City Attorney Heid answered questions asked by Vice-Chair Cerino regarding the location of the property. Heid said the resolution allows the City to give notice to property owners that might be affected and is a result of a court order to notify property owners of potential condemnations in advance of the decision to move forward with a condemnation. Heid commented the notice may not even be necessary. Heid discussed the limitations to the condemnation process. The Committee supported Resolution No. 4545. ADDITIONAL DISCUSSION Chairman Wagner requested the Committee review the Emergency Preparedness Plan with Emergency Preparedness Manager Miller. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:18 p.m. Approved this _______ day of _________________________, 2009. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 12