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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN C1TY OF _ * PUBLIC WORKS COMMITTE.E July 19, 2010 , ~ WAS H I NGTON DRAFT MINUTES 1. CALL TO ORDER. Chairman Rich Wagnercalled the meeting to order at 3:30 p.m. in Conference Room #1, located on the second floor of the Aubum City Hall Annex, One East Main Street, 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 Virginia Haugen, Public Works Director Dennis Dowdy, City Engineer/Assistant Direcfor Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Project Engineer Leah Dunsdon, Storm Drainage Engineer Tim Carlaw, Water Qualify Coordinator Chris Thom, Office Assistant Heather Mustain, and Department. Secretary Jennifer Rigsby. II. CONSENT AGENDA. A. APPROVAL OF MINUTES Member Peloza requested that the statement "Member Peloza stated his support for number 4 ofthe Special Conditions...° be revised to read, "Member Peloza asked if there had been any issues with previous permits." It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for date, July 6, 2010, as amended. Motion carried 3-0. B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-12 FOR ROTTLES' SIDEWALK SALE Engineering Aide Mund reported that Rottles Department Store is sponsoring a sidewalk sale independent of the Aubum Downtown Association. There are no proposed street closures because the sale will be held in the B Street Plaza and on the sidewalk. Chairman Wagner asked if the plaza area is City Right-of-Way. Mund confirmed that it is. The Committee reviewed the vicinity map showing the location at which the sale will be held: Mund stated there are other merchants that are participating in the sale but Rottels is applying for the _ permit, posting the insurance, and hosting the sale, in response to questions asked by Member Peloza. Mund said that the City's Risk Management staff was consulted regarding the permit and the conditions are acceptable. Member Peloza asked which merchants would be participating in the sales event. Engineering Aide Mund answered Quality Rentals, the Kitsch-en, Kid Sawy, Mercantile Antiques, Ultimate Hobbies, and the Arcade Building. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit No. 10-12 for the Rottles' Sidewalk Sale. Motion carried 3-0. Page 1 Public Works Committee Minutes JuN 19. 2010 DRAFT MINUTES C. APPROVAL TO INITIATE PROJECT NO. C410A, S 277T" WETLAND MITIGATION MONITORING (ANNUAL) Chairman Wagner asked how manyyears remained in the monitoring period. Traffic Engineer ~ Para stated that 2013 is the last year in the moniforing period. i Project Engineer Dunsdon stated a consultant was hired to report on the status of the sites regarding the permit requirements and the consultant reported some deficiencies. Chairman Wagner askedwhaYwork needs to be done. Dunsdon answered the consultant proposed to do replanting, install a feriiporary irrigation sysfem, and treatment of the invasive plants. The improvements are targeted and include 16-foot diameter circles that are double planfed in the hopes of flling in some areas and reducing the invasive species. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve to initiate Project No. C410A, S. 277th Wetland Mitigation Monitoring (Annual). Motion carried 3-0. III. ISSUES A. ORDINANCE NO. 6319 CREATING A NEW CHAPTER 12.70 TO THE AUBURN CITY CODE, RELATING Tb STREET PAYBACK AGREEMENTS Assistant City Engineer Gaub responded to a question asked by Chairman Wagner regarding 8ection 12.70.060 - Application. Gaub stated "applicantn is defined as the privafe property owner, not necessary the City and Section 12.70.030 - Gity funding, states the City may choose to participate either in part or in combination with an applicanf and fund an improvement. Chairman Wagner asked how the cost of collection would be handled ifthe City was unable fo ~ collect a payback fee. Assistant City Engineer Gaub answered the payback agreements are required to be paid af the issuanee of permits to develop or redevelop the property and the applicant would hot be able to obtain the permit without paying fhe fees. The utility payback is handled in the same manner. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council introduce and adopt Ordinance No. 6319. Motion carried 3-0. B. RESOLUTION NO. 4624 AMENDING 8ECTION.F OF THE CITY OF AUBURN FEE SCHEDULE, TO INCLUDE FEES RELATED TO STREET PAYBACK AGREEMENTS Assistant City Engineer Gaub stated that the fee schedule has not changed following review by. the Planning and Community Development and Public Works Committees. It was moved by Vice-Ghair Singer, seconded.by Member Peloza, that the Committee , recommend Council introduce and adopt Resolution No. 4624. Motion carried 3-0. IV. DISCUSSION AND INFORMATION Page 2 Public Works Committee Minutes Julv 19. 2010 DRAFT MINUTES A. RESOLUTION NO. 4619 DECLARING CERTAIN ITEMS OF PROPERN AS SURPLUS AND AUTHORIZING THEIR DISPOSAL Chairman Wagner asked if the Jifetime of the street sweepers, 6 to 7 years, was accurate. Director powdy confirmed that is a reasonable lifetime for that equipment. Member Peloza requested that the vehicle and equipment mileage and/or hours be included in the agenda bill for review by the Commiftee in the future. Director powdy reported that the City has recently increased the number of service years for vehicles and the determination to surplus a vehicle is calculated by not only mileage, but also on cost of maintenance. Assistant DirectoNCity Engineer Selle stated that staff doesa complete assessment on the vehicles to try to keep them in service for as long as possible; but when maintenance becomes very intensive, expensive, and no longer cost effective, they are added to the surplus list. Ghairman Wagner agreed that miles and hours should be included in the agenda bill for surplus vehicles and equipment: B. 2011-2016 TRANSPORTATION IMPROVEMENT PROGRAM UPDATE Traffic Engineer Para distributed reformatted copies of the Transportation Improvement Program Summary spreadsheet. Chairman Wagner asked if the totals on the updated spreadsheet would equal the total amount of the CFP sheets: Para confirmed that was correct. Chairman Wagner requested a forrriatting change to the spreadsheet, reducing the size of the font and eliminating the bold type for the total cost that includes the recommended regional projects, and highlight the total project cost amount, making the entire row of figures more visible. • Chairman Wagner explained that this is the first year that the Public Works Commiftee will not be the action committee for#he Transportation Improvement Program (TIP). The action committee will now be the Planning and Community Development Commiftee because it was felt that transportation is closely tied to long-term planning. Chairman Wagner said the Public Works Committee's primary focus 'would be traffic efficiency. Chairman Wagner discussed. the addition of page 12, the pie charts showing funding allocation by category and project funding sources, which is a new addition fo the TIP. Member Peloza asked if the Save Our Streets (SOS) funds were represented on the pie chart: Traffic Engineer Para answered that SOS is included in the Roadway Preservation Projects with the Arterial Patching Program and the Bridge Preservation Program. Chairman Wagner pointed out that the pie chart figures were six-year totals and that the pie charts could be beneficial when explaining the allocation oftransportation funds to citizens. Member Peloza asked if the transportation grants are included with the OPM Committee grants. Mayor Lewis answered that the OPM Committee is aware of the grants but the grants , represented on the pie chart are primarily ongoing transportation grants. Mayor Lewis explained how the transportation staff works with the OPM Gommittee. ' Traffic Engineer Para answered questions asked by Member Peloza regarding the Transportation Grant Summary list. Chairman, Wagner requested a Commiftee review of the grant summary. Page 3 Public Works Committee Minutes Julv 19, 2010 DRAFT MINUTES Traffic Engineer Para stated that the Planning and Community Development Committee had previously reviewed the draft TIP and their comments were incorporated into the draft currently being reviewed.by the Public Works Committee. Para explained that the primary additions to the TIP are two projects that are funded by grants, which were currently applied for, and if the City receives the grants, fhe projects must be included in #he TIP in order to receive the grant funds. In addition, the Auburn Transit Station Project, which was listed with the City projects, has been re-listed as a Recommended Regional Projeef because it is a Sound Transit Project. Member Peloza, referencing TIP #2 - Aubum Way South Comdor Improvements Phase 1, asked if the restrictions to left turn movements between Dogwood Street and Fir Street are due to the number of accidents. Traffic Engineer Para confirmed that traffic accidents in the area, were a factor in the scope of the project. Para stated staff has been working with the Muckleshoot Indian Tribe and tfie State on the corridor project and a project concept has been accepted by,both organizations. Mayor Lewis discussed the challenges that staff has faced in trying to get a project concept accepted. Chairman Wagner asked about the funding for TIP #86 - Stewart Road Widening. Traffic Engineer Para stated that the cost listed is from the Pierce County Transportation Imprbvement Program. Chairman Wagner and Mayor Lewis discussed the possibility of forming a Transportation Benefit District (TBD) to fund the Stewart Road project. Member Peloza asked about~the accuracy ofithe amounfi for Redflex funds `represented in the pie chart on page 12. "Craffic Engineer Para stated that the amount is based on the current budget levels for the Traffic Calming Program. Mayor Lewis said that he felt the estimates were still accurate because intersections are being added. Traffic Engineer Para said that the "other agencies" represented on the pie chart included FMSIB, the Port of Tacoma and Port of Seattle, and that "other development" funds are expected development contcibutions, in response to questions from Member Peloza. Assistant Director/Gity Engineer Selle answered questions asked by Chairman Wagner regarding the Intersection Improvements category. Traffic Engineer Para pointed out that some of the corridor projects do include intersection improvements. Chaicman Wagner commented that the Corridor Level of Service (LOS) is not discussed in the TIP, showing how mueh a particular project will improve the LOS. Assistant Director/City Engineer Selle stated that LOS is included in the Comprehensive Transportation Plan, which is a policy standard that triggers the improvements. The Committee and staff discussed the possibility of including LOS in the TIP next year. Traffic Engineer Para stated the TIP will go to Planning and Community Development Committee on August 9, 2010 for action, to Council on August 16, 2010 to set the Public Hearing; and to Council for the Public Hearing and adoption on September 7, 2010. Chairman Wagner asked that if the Committee members would like to add further comment, to notify the Planning and Community Development Committee. C. 124th AVENUE SE CORRIDOR IMPROVEMENTS Traffic Engineer Para provided the Gommittee with a status update on the planning and coorclination of the work being done to the 124'h Avenue SE Corridor. Para explained that Page 4 Public Works Committee Minutes Julv 19. 2010 DRAFT MINl1TES following the annexation of the Lea Hill area, staff completed a major update to the Comprehensive Transportation Plan to determine the projects that needed to be incorporated into the Capital facilities Plan (CFP) and the Transportatiorr Improvement Program (TIP). Several ofthe identified projects are related to Green River Community College (GRCC). As part of a campus improvement project, GRCC was appropriated funds and is completing improvements on the west side of 124th Avenue SE, between SE 320t" Street and SE 316t' Street: These improvements are being made in anticipation of a future project, the development of a new Trades Facility. City staff has coordinated with the college and processed the improvement plans, ensuring that they were consistent with, the City's corridor plan. The City is benefiting in that the west side of the corridor will be greatly improved. Additionally, the Valley Regional Fire Authority (VRFA) is planning to construct a new Fire Station at the northeast comer of 120 Avenue SE and SE 315th Street. Gity staff coordinated with their engineers to make sure that their street improvements were consistent with the corridor plans. Traffic Engineer Para concluded, stating that staff is continuing to seek grant funding to - complete the remaining portions of the corridor. Para said that there are some grants for which these improvements would be a good candidate. Chairman Wagner asked if sfaff requests letters of support from GRCG when applying for grants. Para answered that staff does ask for - letters of support; however letters of support are not always accepted, it depends on the grant.. Mayor Lewis commented that for most grant applications related to corridor improvemenfs, staff obtains letters of support from neighboring cities, businesses and residents. The Committee and staff discussed current and future challenges with lack of capacity during normal peak hour traffic. Chairman Wagner suggested including Committee updates on significant developer corridor projects, or arterial capacity development, with the Capital Project Status Report. ~ Traffic Engineer Para answered questions asked by Member Peloza regarding the "No Tum on , Red" sign at #he intersection of 124'h Avenue SE and SE 320t'' Street. Mayor Lewis stated that following the complefion of the Fire Station, staff would reevaluate the need for the sign and the restriction on right tums on red lights. D. SURFACE WATER MANAGEMENT MANUAL & NPDES - STATUS UPDATE Utilities Engineer Repp distributed a handout regarding the National Pollutant Discharge Elimination System (NPDES) Program. Repp discussed the implementation of NPDES for the development process. Implementation has included the review of processes, i.e. how new storm permits are created and Stormwater Site Pla_n reviews, and those reviews lead to the revision of handouts and development of new handouts to guide different levels of effort. There are handouts for single-family residences and small projects as well as handouts for more complex pcojects for applicants to use as a guide: Staff has also developed a flowchart outlining the summary of minimum requiremenfs for stormwater management. These handouts and the flow chart also help to guide staff intemally and improve consistency in the processes. Ap handouts are available on request and will be updated and modified as sfaff determines need for improvement. Page 5 Public Works Committee Minutes Julv 19, 2010 DRAFT MINUTES Utilities Engineer Repp discussed how staff developed the levels 1, 2, and 3 to accommodate various types of projects with differenf levels of complexity. Chairman Wagner asked if the stormwater fees are being reviewed in light of the new ' requirements. Repp answered said fees are being reviewed in terms of how particular types of developments impact the stormwater system. The Committee and staff discussed how to approach conducting an updated rate study. Utilities Engineer Repp stated that in addition to the processes being reviewed and handouts being updated is staff training. Repp reviewed #he types of training staff has attended and the - staff that has been included in training activities: Repp answered questions, regarding the Western Washingtori Hydrologic Model Training and the common model used to train staff, asked by CFiairman Wagner. Utilities Engineer Repp discussed the work being done with the municipal system. Staff has completed a large number of inspections of public facilities. Annual inspections of all permitted private systems are being completed. Staff will also be doing outfall inspections for illicit discharges. Repp reported that Standard Operating Procedure have been developed for spill response and investigation of illicit discharges. Repp reviewed the new stormwater system maintenance and operations standards that have been adopted for storm facilities and road maintenance. There is a catchbasin inspection and cleanup program that has been initiated. Storm system inventory work is also in the process of being completed. - Repp reviewed the types of training staff has attended and the staff that has been included in ~ training activities regarding the municipal system. Repp also reviewed the information sharing meetings attended by staff. Utilities Engineer Repp spoke about the City's contribution to regional education and public outreach. Member Peloza spoke about his recent meetings with the Regional Water Quality Committee and the Suburban Cities Association caucus group. Peloza asked about moniforing mandates and if staff had reviewed the report put out by the Puget Sound Stormwater Work Group, 2010 Stormwa#er Monitoring Assessment and Strategy for the Puget Sound Region. Utilities Engineer Repp responded thaf there are no monitoring requirements in the first cycle of the NPDES Permits for municipalities to conduct; however, the Department of Ecology has recommended monitoring similar to the monitoring that is conducted by Phase 1 communities when the current phase of permits expires in 2012. _ Utilities Engineer Repp discussed stormwater monitoring, how monitoring is currently conducted and the type of data.that is collected, in responses to questions asked by Chairman Wagner. Repp sfated that staff would review the 2010 Stormwater Monitoring Assessment and Strategy for the Puget Sound Region and bring their comments and a summary back to the Committee for discussion. The Committee and staff discussed possible opportunities to influence the pending monitoring regulations. Page 6 Public Works Committee Minutes July 19„ 2010 DRAFT MINUTES Chairman Wagner presented a short report on the Washington State University Stormwater , Technical Resource Centerthat is going to be started up in Puyallup. Chairman Wagner is on the advisory committee and was tasked with asking representatives from western Washington cities iwo questions: 1) What are your biggest issues with stormwater management and 2) How could the Stormwater Technical Resource Center best serve your needs? Chairman Wagne'r reviewed the responses he received with staff and the Committee. E. CAPITAL PROJECT STATUS REPORT"` (Gaub) Item No. 13 = CP1 011 - Tacoma Piaeline 5& B Stceet NE Jntertie: Assistant City Engineer Gaub reported that bids are cuRently being solicited from contractors for the construction work involved and the PRV vault has been order and should be delivered in approximately 6-8 . weeks. Utilities Engineer Repp provided an update of additional emergency water projects. Interties have been established with the City of Kent and Lakehaven Util'ity District, which are, , operational. In addition, there has been a temporary pump ordered for Well 6, which was . approved by the Mayor. Chairman Wagner suggested the Committee spend more time discussing maintenance of critical utility facilities. Utilities Engineer Repp pointed out that there has been a line item included in the water utility fund capital fund for well maintenance and rehabilitation. The staff will develop a matrix to help facilitate the discussion. V. ADJOURNMEiVT There being no further business to come before the Public Works Committee, the meeting was adjoumed at 5:11 p.m. Approved this 2nd day of August, 2010. Rich Wagner Jennifer Rigsby Ghairman Public Works Departmenf Secretary Page 7 , _