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HomeMy WebLinkAboutITEM II-AAGENDA BILL APPROVAL FORM * SASH IITOi Agenda Subject: Date: Approval of Minutes July 27, 2010 Department: Attachments: Budget Impact: Public Works Minutes from July 19, 2010 $0 Administrative Recommendation: Public Works Committee to approve the minutes of the July 19, 2010, Public Works Committee meeting. Background Summary: W0802-1 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&0 ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ®Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ®Public Works ❑ Human Resources Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes ❑No Call for Public Hearing I l Referred to Until I l Tabled Until I I Councilmember: Wa ner Staff: Dowd Meetin Date: Au ust 2, 2010 Item Number: rr~Y t 4 ~ i ri' rr ~ :'r }1 •~K SAY J l ~ ~ I i y a fir' ti i f.. ~ ~ .i f ~ Sr 'r9 .AS ~1 ~ CITY OF AUBURN PUBLIC WORKS COMMITTEE IT 0~ July 19, 2010 ~ DRAFT MINUTES ~HIITOI I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1, located on the second floor of the Auburn City Hall Annex, One East Main Street, Auburn, 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, CouncilmemberVirginia Haugen, Public Works Director Dennis Dowdy, City Engineer/Assistant Director 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 Quality Coordinator Chris Thorn, 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 of the 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 N0. 10-12 FOR ROTTLES' SIDEWALK SALE Engineering Aide Mund reported that Rottles Department Store is sponsoring a sidewalk sale independent of the Auburn 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 Savvy, 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 July 19, 2010 DRAFT MINUTES C. APPROVAL TO INITIATE PROJECT N0. C410A, S 277T" WETLAND MITIGATION MONITORING (ANNUAL} Chairman Wagner asked how many years remained in the monitoring period. Traffic Engineer Para stated that 2013 is the last year in the monitoring period. 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 asked what work needs to be done. Dunsdon answered the consultant proposed to do replanting, install a temporary irrigation system, and treatment of the invasive plants. The improvements are targeted and include 16-foot diameter circles that are double planted in the hopes of filling 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. 277t" Wetland Mitigation Monitoring (Annual). Motion carried 3-0. III. ISSUES A. ORDINANCE N0.6319 CREATING A NEW CHAPTER 12.70 TO THE AUBURN CITY CODE, RELATING TO STREET PAYBACK AGREEMENTS Assistant City Engineer Gaub responded to a question asked by Chairman Wagner regarding Section 12.70.060 -Application. Gaub stated "applicant" is defined as the private property owner, not necessary the City and Section 12.70.030 -City funding, states the City may choose to participate either in part or in combination with an applicant and fund an improvement. Chairman Wagner asked how the cost of collection would be handled if the City was unable to collect a payback fee. Assistant City Engineer Gaub answered the payback agreements are required to be paid at the issuance of permits to develop or redevelop the property and the applicant would not be able to obtain the permit without paying the 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 N0.4624 AMENDING SECTION 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-Chair 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 July 19, 2010 DRAFT MINUTES A. RESOLUTION N0.4619 DECLARING CERTAIN ITEMS OF PROPERTY AS SURPLUS AND AUTHORIZING THEIR DISPOSAL Chairman Wagner asked if the lifetime of the street sweepers, 6 to 7 years, was accurate. Director Dowdy confirmed that is a reasonable lifetime for that equipment. Member Peloza requested that the vehicle and equipment mileage andlor hours be included in the agenda bill for review by the Committee in the future. Director Dowdy reported that the City has recently increased the number of service years forvehiclesand the determination to surplus a vehicle is calculated by not only mileage, but also on cost of maintenance. Assistant Director/City Engineer Selle stated that staff does a 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. Chairman 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 formatting change to the spreadsheet, reducing the size of the font and eliminating the bold type forthe 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 yearthat the Public Works Committee will not be the action committee for the Transportation Improvement Program (TIP). The action committee will now be the Planning and Community Development Committee 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 to 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 of transportation 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 Committee. Traffic Engineer Para answered questions asked by Member Peloza regarding the Transportation Grant Summary list. Chairman Wagner requested a Committee review of the grant summary. Page 3 Public Works Committee Minutes July 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, the projects must be included in the 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 Project because it is a Sound Transit Project. Member Peloza, referencing TIP #2 -Auburn Way South Corridor 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 the 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 Improvement 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 of the amount for Redflex funds represented in the pie chart on page 12. Traffic 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 contributions, in response to questions from Member Peloza. Assistant DirectorlCity 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. Chairman Wagner commented that the Corridor Level of Service (LOS} is not discussed in the TIP, showing how much 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 2010. Chairman Wagner asked that if the Committee members would like to add further comment, to notify the Planning and Community Development Committee. C. 124t" AVENUE SE CORRIDOR IMPROVEMENTS Traffic Engineer Para provided the Committee with a status update on the planning and coordination of the work being done to the 124t" Avenue SE Corridor. Para explained that Page 4 Public Works Committee Minutes July 19, 2010 DRAFT MINUTES 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 Transportation Improvement Program (TIP}. Several of the 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 124t" 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 corner of 124t" Avenue SE and SE 315t" Street. City 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 forwhich these improvements would be a good candidate. Chairman Wagner asked if staff requests letters of support from GRCC 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 improvements, 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 Turn on Red" sign at the intersection of 124t" Avenue SE and SE 320t" Street. Mayor Lewis stated that following the completion of the Fire Station, staff would reevaluate the need for the sign and the restriction on right turns 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 forthe development process. Implementation has included the review of processes, i.e. how new storm permits are created and Stormwater Site Plan 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 projects for applicants to use as a guide. Staff has also developed a flowchart outlining the summary of minimum requirements for stormwater management. These handouts and the flow chart also help to guide staff internally and improve consistency in the processes. All handouts are available on request and will be updated and modified as staff determines need for improvement. Page 5 Public Works Committee Minutes July 19, 2010 DRAFT MINUTES Utilities Engineer Repp discussed how staff developed the levels 1, 2, and 3 to accommodate various types of projects with different 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 the types of training staff has attended and the staff that has been included in training activities. Repp answered questions, regarding the Western Washington Hydrologic Model Training and the common model used to train staff, asked by Chairman 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 monitoring mandates and if staff had reviewed the report put out by the Puget Sound stormwater Work Group, 2010 stormwater Monitoring Assessment and Strategy for the Puget Sound Region. Utilities Engineer Repp responded that 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 stated 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 Center that 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 two questions: 1) What are your biggest issues with stormwater management and 2} How could the Stormwater Technical Resource Center best serve your needs? Chairman Wagner reviewed the responses he received with staff and the Committee. E. CAPITAL PROJECT STATUS REPORT* (Gaub) Item No. 13 - CP1011 -Tacoma Pipeline 5 & B Street NE Intertie: Assistant City Engineer Gaub reported that bids are currently 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 Utility 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 forwell maintenance and rehabilitation. The staff will develop a matrix to help facilitate the discussion. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:11 p.m. Approved this 2nd day of August, 2010. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 7