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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN CITY OF PUBLIC WORK$ COMMITTEE May 3, 2010 WAS H I NGTON DRAFT MINUTEs 1. CALL TO ORDER Chairman Rich Wagner ealled the meeting to order at 3:30 p.m. in Conference Room #1, located on the second floor of Aubum City Hall; One East Main Sfreet, Aubum, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Sue Singer, and Member Bill Peloza. Also present during the meeting were: Mayor Peter B. Lewis, Councilmember John Partridge; Public.Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant Gity Engineer ingrid Gaub, Utilities Engineer Dan Repp, Director of Human Resources/Property & Risk Management Brenda Heineman, Director of Information Services Lorrie Rempher, Employee Relations/Compensation Manger John Fletcher, City Attomey Dan Heid, Principal Planner Elizabeth Chamberlain, Engineering Aide Amber Mund,'Project Engineer Robert Lee, Transportation _ PlanneNGrants Manager Chris Hankins, Project Engineer Jacob Sweeting, Transportation Planner Joe Welsh, Traffic Engineer Pablo Para; Robert Whale ftom the Auburn Reporter, Cifizens Way"ne Osborne and Nick Perius, and Department Secretary Jennifer Rigsby. II: CONSENT AGENDA A. APRROVAL OF MINUTES It was moved by Vice-Chair Singer, seconded by Chairman Wagner, that the Committee approve the Public Works Committee minutes for date, April 19, 2010. Motion carried 2-0. " B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-06 FOR THE AUBURN INTERNATIONAL FARMERS' MARKET Engineering Aide Mund was present: It was moved by Vice-Chair Singer;, seconded by Chairman 1Nagner, that the Committee approve Right-of-Way Use Permit No. 10-06 for the Aubum Intemational Farmers' Market. Motion carried 2-0. Member Peloza explained that the colors on the map key were incoâ–ºrect on the attached map, food vendor booths are toward the rear of the venue and the information booth -is toward the front. G. APRROVE FINAL PAY ESTIMATE NO. 11 TO CONTRACT NO. 05-17 IN THE AMOUNT OF $8557.23 FOR A TOTAL CONTRACT PRICE OF $3,977,371.97 WITH INTERWEST DEVELOPMENT NW, INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. C504A, R STREET SE UTILITY IMPROVEMENTS Project Engineer Lee reported that Project No. C504A is complete: There are three power. poles on M Sfreet SE that need to be relocated and they are the responsibility of Puget Sound Energy (PSE). Page 1 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES Chairman Wagner asked about the cost of Traffic Control Labor, line item.6 of the Final Pay Estimate. Project Engineer Lee stated that the contractor chose to construct most of the project under traffic and there were multiple traffic control crews needed due to a number of locations being constructed afione time. Lee reviewed the project schedule with the Gommittee. Lee stated there were two eyening closures which included a sanita_ry sewer connection and on 17tn Street SE and M Sfreet SE, which was schedule at night due to previous trafFc congestion: Project Engineer Lee discussed the.Engineer's Estimate for the project and the Final Pay Estimate, in response to questions asKed by Member Peloza, clarifying that the quantities provided in the original contract are estimates and the City pays for the actual quantity used to complete the project. Mayor Lewis asked by what amount the project was over budget. Lee reported that the cost of the project came in under budget. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council approve Final Pay Estimate No. 11 to Contract No. 05-17 and accept consfruction of Project No. C504A, R Street SE Utility Improvemenfs. Motion camed 3-0. III. ISSUES A. ORDINANCE NO. 6275 AMENDING SECTION 10.36.270 OF THE AUBURN CITY CODE, RELATING TO STOPPING, STANDING AND PARKING ON PLANTING STRIPS Transportation PlanneNGrants Manager Hankins briefed the Committee on the most recent changes to the ordinance. Chairman Wagner asked how a"street tree" is defined, as referenced on page 6, item 2=A. Hankins answered. a"street.tree" is a tree within the planting strip and the ordinance is written to protectthose existing trees. Chairman Wagner asked if the reference was clear enough. Assistant DirectoNCity Engineer Selle statetl there should be no issues with clarity and enforcement. ~ City Attomey Heid answered questions asked by Chairman Wagner regarding the language used in item 6-B, page 6"...is able to be used for parking..." City Attorney Heid stated there will be a change in the title of the ordinance so that it states all sections in the Auburn City Gode which will be amended. Heid stated thatthis does not affect the language in the ordinanee and does not require an agenda modification. Transportation Planner/Grants Manager Hankins stated that.Ordinance No. 6275 will be rnoving forward to Council following the Public Works Committee Meeting. Member Peloza asked about the standard for curbs. Assistant DirectoNCity Engineer answered that the standard calls for vertical curbs, unless there is a special deviation or exception. Assistant Director/City Engineer Selle answered questions asked by Member Peloza regarding landscape strips being used for public parking. Member Peloza asked if the reference to "...side streets..." in item 3, page 6 includes intersections. Assistant Director/City Engineer Selle answered that it does include street intersections. Mayor Lewis stated that it also includes alleys. Member Peloza asked if item 3 Page 2 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES will apply to F Street SE. Director powdy answered that section 10.36.215 and the existing code as written in section 10.36.270 Prohibited Parking Places, would both apply to parking on F Street SE. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopted Ordinance No. 6275'. ' Motion carried 3-0. , B. RESOLUTION NO. 4596 - AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A LOCAL AGENCY AGREEMENT BETWEEN TME CITY OF AUBURN AND THE CITY OF BONNEY LAKE RELATING TO THE EMERGENCY WATER SYSTEM INTERTIE Director powdy spoke about the issues being addressed by the new agreement with the City of - Bonney Lake: Dowdy said that the new agreement will replace and supersede the terms of the old agreement. Director powdy reviewed the terms and conditions of #he. new agreement with the Committee. Dowdy said that the staff s goal is to have the agreement in place by summer, a time of increased water usage. Chairman Wagner asked if a termination clause with a longer notice than the 60 days included in the new agreemenf was considered: Director powdy answered that 60 days of official notice is standard. Member Peloza asked if the agreement is new or a revision of the existing agreement. Director Dowdy answered that the agreement is totally new. Vice-Chair Singer stated that she felt the agreement was very practical. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4596. Motion carried 3-0. C. RESOLUTION NO. 4595 AUTHORIZING THE MAYOR TO EXECUTE A LOCAL AGENCY AGREEMENT BETWEEN THE CITY OF AUBURN ANDTHE WASWINGTON STATE DEPARTMENT OF TRANSPORTATION RELATING TO PROJECT NO. C201A, M STREET SE GRADE SEPARATION Project Engineer Sweeting explained that Resolution No. 4595 authorizes the Mayor to accept the obligated federal appropriation grant funds, in the amount of $749,872.00, from the state. Sweeting explained that the Washington State Department of Transportation (WSDOT) is the agency that is administering the federal funds. Project Engineer Sweeting responded to questions asked by Chairman Wagner regarding the FMSIB.funding. Sweeting stated that the funds from FMSIB are for construction only and the $749,872.00 of funds from the federal grant authorized by Resolu#ion No. 4595 will be used for Right-of-Way acquisition. Project EngineerSweeting reviewed the Local Agency Agreement Supplement table, column 5, Estimated Federal Funds, in response to questions asked by Ghairman Wagner.. Sweeting " stated that column 5 shows only funds that are currently obligafed and those that were obligated , in the past through WSDOT: Cfiairman Wagner asked where the funds in column 4, Esfimated Page 3 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES Agency Funds are coming from. Sweeting answered the majority of the funds are from Traffic Impact Fees, but include traffic mitigation fees and REET2 funds. Project Engineer Sweeting reviewed column one of the table; following questions asked by Member Peloza. Member Peloza asked which consulting group is working on the p.roject. Sweeting answered CH2MHill. Sweeting deflned the Non-participation line items on the table. Sweeting sfated that the line item represented non-federal grant funds which were spent on consultanf fees. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4595. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. STAFF PLAN TO FINANCE RIGHT-OF-WAY FOR M STREET SE GRADE SEPARATION PROJECT Director powdy spoke about the funds, for the M Street SE Grade Separation Project that are expected from the Freight Mobility Strategic Investmenf Board (FMSIB). Dowdy said that the director of FMSIB notifled the City that the project needs to get to construction this year in" order for FMSIB to continue to maintain the funds for the project. Staff met with the Finance Department and worked on a plan to get the project to the construction phase. ; There will be a tiudget amendment later in the year#hat will allow fhe City to fully fund the Right-of-Way ' acquisition forthe project. Director powdy stated that once the Right-of-Way is acquired, it will be easier to obtain the construction funding from the other supporting agencies. , Assistant Director/City Engineer Selle clarified that "get to construction this year" means demonstrating that the construction funding for the project is in place this year. Construction is not anticipated until Iate 2011. The Committee and staff discussed the reallocation of Traffic Impact Fees; Traffic Mitigation Fees and REET2 to fund the Right-of-Way acquisition for fhe project this year and how the funds will be moved forward. Traffic Engineer Para discussed how the reallocation of funds may affect the West Valley Highway Project, following questions asked by Vice-Chair Singer. Mayor Lewis stated that Finance Director Coleman was confldent that#he City will collect the Traffic Impact Fees needed to move forward with the West Valley Highway Project. The Committee and staff discussed the M Street SE Project's_budget shortfall and the funds thaf - can be applied for once the Right-of=Way is acquired and the project is ceady for construction. Project Engineer Sweeting reviewed the funding sources. for the construction phase with the Committee. The Committee and staff discussed the consequences, and possible loss of FMSIB funds, if the project does not move forward as proposed by staff. Project Engineer Sweeting spoke about the application that staff is cuRently completing for the Public Works Trust Fund Loan, which could be used to fund the construction of the project if the other funding options are not secured. Page 4 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES B. RESOLUTION NO. 4953 AMENDING THE CITY OF AUBURN FEE SCHEDULE, TO ADJUST FOR INFORMATION SERVICES AND GIS FEES Director of Information Services Rempher explained there will now be a minimum fee on one hour for information services and GIS because that is the average amount of time it takes to gather the data for a request, following questions asked by Chairman Wagner. Vice-Chair Singer pointed out that the minimum fee charge had been stuck.from the resolution. Direcfor Rempher stated that was an error and she would speak to the City Attomey about correcting it prior to the City Council Meeting. Director Rempher responded to questions asked be Vice-Chair Singer regarding a situation about GIS fees that the Council cecently reviewed. Rempher explained that the current technology allows staff to gather information more quickly and the former fees were based on older technology. Staff reviewed fees from other jurisdictions and fhe fees proposed are comparable. Member Peloza pointed out some typographical errors in the resolution. Mayor Lewis answered questions asked by Meinber Peloza regarding the fee for baseball paiir lighting. The Committee supported Resolution No. 4953 moving forward. C. CONSULTANT AGREEMENT AG-C-386 WITH MAKERS FOR THE DESIGN AND CONSTRUCTION SERVICES FOR THE CITY HALL PLAZA Principal Planner Chamberlain stated the consultant agreement is for the final design and construction for tlie City Hall Plaza. Staff worked with the Downtown Redevelopmenf Committee about a year ago on the conceptual plan and the final design is ready to move forward. Chamberlain reviewed the scope of the consultant agreement with the Committee. Included are two conceptual designs for extension of the plaza, south to the Marvel building property, as well as identifying and repairing the drainage problem, improving lighting, creating more inviting gathering space, and redoing low level pavement in the existing plaza. Principal Planner Chamberlain said there is an aggressive schedule for the project in order to . get started on construction by August 1, 2010. The Committee and sfaff discussed how construction of the plaza may affect downtown events: Chamberlain stated staff is working with Parks and Recreation Director Faber to try and coordinate constnaction and events. Principal Planner Chamberlain answered questions asked by Chairman Wagner about the Alternative Analysis provided by the Mayors' Institute and their eoncept of having an expanded plaza. Chairman Wagnerstated that he did not support an expanded plaza design. The Committee and staff discussed demolition and development options for the Marvel Building Site. Vice-Chair Singer stated that she would like to see the cherry trees on the site relocated. Principal Planner Chamberlain sfated she would ask staff to look at the cherry trees and determine if they can be relocated and the cost for relocation. Page 5 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES Chairman Wagner spoke about his support of the plaza project. Ghairman Wagner stated that he has come to the conclusion that the project will help tie together the two City Hall locations and help to create a stronger sense of community. Mayor Lewis answered questions asked by Member Peloza regarding the developer under contract with the City for the Aubum Junction Project. Principal Planner Chamberlain answered questions asked by Chairman Wagner regarding the project review process. The project will go back to the Downtown Redevelopment Committee for review. Chairman Wagner asked about citizen involvement. Chamberlain stated there is no citizen review currently scheduled however there has been a lot of outside input during the projects conceptual design phase. D. RESOLUTION NO. 4594 ACCEPTANCE OF ECONOMIC DEVELOPMENT ADMINISl'RATION (EDA) GRANT IN THE AMOUNT OF $3,000,000.00 FOR THE SOUTH DIVISION STREET PROMENADE PROJECT Principal Planner Chamberlain explained that Resolution No. 4594 will allow for acceptance.of the $3M Economic.Development Administration (EDA) grant for the Promenade Project. Chamberlain reviewed the attachments with the Committee. Chairman Wagner asked ifa consultant had been chosen. Chamberlain answered KGP was the consultant selected. Chamberlain answered questions asked by Chairman Wagner regarding the project's scope of work. Chamberlain stated that KGP has just finished an EDA funded project in the City of Snoqualmie and they have experience with projects that are very similar to the Promenade Project. Chairman Wagner warned against not focusing enough on the utilities work included in the:project. Chairman Wagner spoke about penrious concrete technologies and the summer contract sfaff memberwho will be assisting staff in review of the use of pervious concrete technology in the Promenade Project. E. KNICKERBOCKER DRIVETREE ISSUE (Welsh) Transportation Planner Welsh reported that the City Arborist looked at the trees that were ' reported to the City on April 5t'', on Knickerbocker Drive. The trees were identified as needing to be removed or monitored. The Streets Manager then contracted with a company, Agro, who removed the tree in the public Right-of-Way and the additional fiivo trees that were on private property. All three trees were removed by April 27'n Transportafion Planner Welsh discussed the tree examination process, following questions asked by Member Peloza. Welsh stated requests to have trees examined are received about once a month and the requests are taken very seriously by City staff due to safety concems. Vice-Chair Singer suggested that the contractor be asked to do a better job cleaning up following free removal. ~ Member Peloza asked that some trees on Lea Hill, going up on 105th Street, be examined. Welsh stated in that location there are approximately six trees maiiced for removal. Page 6 Public Works Committee Minutes Mav 3. 2010 DRAFT MINUTES F. F STREET SE INTERSECTION PARKING ISSUE Traffic Engineer Para reported that staff investigated the parking situation at the intersection of F Street SE and 7tn/8'n Street SE and there were, in fact cars parked that were affecting the sight distance at the intersection. Staff spoke with the Auburn Police Department and asked fhat the existing code for intersection parking restrictions be enforced. It appears that drivers have been complying with the parking requirements after having received citations. Para provided photographs of the intersection which demonstrated the parking compliance. G. CAPITAL PROJECT STATUS REPORT Item 6- Project No. CP0731 -2007 Sewer Reaair and Replacement: Member Peloia asked if , the project name indicated how long the project has been in progress. Assisfant City Engiheer Gaub answered that the design for the project began in 2007 and construction started in 2009. Item 17 - Proiect No. C201A - M Street SE Grade Separation Proiect: Chairman Wagner - asked Assistant City Engineer Gaub to clarify fhe funding gap for the projecf. Assistant City Engineer Gaub explained that there is a$2.2M gap in the Right-of-Way funding, the proposal discussed earlier in the meeting for funding this gap is not accounted for in the total budgeted show on the CPS Report. Onee the $2.2M is funded, there is a remaining $6.8M funding gap in construction. Item 24 - Proiect No. CP1005 - Downtown Promenade Development: Assistant City Engineer Gaub answered questions regarding fhe EDA percentage reimbursement, following questions _ . asked by Chairman Wagner: Member Peloza asked why the work that is going to be completed on I Streef is not included on the CPS Report. Assistant City Engineer Gaub stated that the I Street work is included in ltem 21 - 2010 Arterial/Collector Pavement Preservation Project. The list of streets for this project has not yet been included on the CPS Report. H. ANIMAL CARE AND CONTROL Director of Human Resources%Property & Risk Management Heineman discussed the different options and models for handling City animal control with the Committee. The Committee reviewed the financial model for continuing service through King County. Heineman discussed ways that the City could reduce the cost of animal control. Heineman reported 18% of citizens have their dogs licensed and if the amount of licenses increased by 9,000, cost of animal control would be recovered. Vice-Chair Singer suggested spending funds on a licensing marketing program rathec than the Enhanced Services proposed by staff. Director Heineman spoke about the pef licensing marketing program developed by King County to assist the City. Mayor Lewis stated that pet licensing will also be discussed at all future neighborhood meetings. Director Heineman discussed the possibility of creating a sub-regional animal control model with, interested surrounding jurisdictions: Page 7 - ~ , Public 1Norks Committee Minutes Mav 3, 2010 DRAFT MINUTES ' Chairman Wagner asked if there are significant collections of fines for unlicensed pets. Director Heineman said she would haye to get that data from the County. Chairman Wagner stated thafi he supports a zero-tolerance policy for unlicensed pets. Director Heineman discussed some of the difficulties in developing an animal control model. Vice-Chait Singer asked if there are any locations in the C'rty that are zoned to allow the sheltering of pets. Mayor. Lewis answered there are locations however there are no organizations willing to provide sheltering services at this time. Vice-Chair Singer asked if staff had dealf with the issue of pets with addresses outside of the City being charged to the City when impounded. Director Heineman answered that staff is still working with the County on the issue. Mayor Lewis asked itthe County was going to provide the Gity with pet collection data on a monthly or quarterfy basis. Heineman answered that staff requested the data be submitted to the City on a monthly bases to allow City sfaff to perform independent analysis of the data. Member Peloza spoke about the benefits of having animal control officers available in the City and the benefifs of adding additional officers. Member Peloza requested data regarding animal : control in #he City be presenfed af the next Municipal Service Meeting. A'nimal control and care will be further discussed at the Council Meeting. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:19 p.m. Approved this day of , 2010. Rich INagner Jennifer Rigsby Chairman Publia Works Department Secretary Page 8