HomeMy WebLinkAbout03-15-2010* CITY OF AUBURN
CITY OF * * PUBLIC WORKS COMMITTEE
March 15, 2010
--mAO' WASHINGTON
CALL TO ORDER
MINUTES
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1, located
on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington. Committee
members present were: Chairman Rich Wagner, Vice-Chair Sue Singer, and Councilmember
John Partridge, sitting in for Member Bill Peloza, who was excused from the meeting. 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, Traffic Engineer Pablo
Para, Transportation Planner/Grants Manager Chris Hankins, Water Quality Program Coordinator
Chris Thorn, Engineering Aide Mund, Project Engineer Jacob Sweeting, Water Utility Engineer
Cynthia Lamothe, Storm Drainage Engineer Tim Carlaw, Senior Planner Chris Andersen,
Environmental Planner Jennifer Shih, Finance Director Shelley Coleman, Principal Planner
Elizabeth Chamberlain, Citizen Nick Perius, and Department Secretary Jennifer Rigsby.
CONSENT AGENDA
A. APPROVAL OF MINUTES
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee approve the Public Works Committee minutes for date, March 1, 2010.
Motion carried 3-0.
B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-03 FOR TRAFFIC COUNT CONSULTANTS
INC.
Engineering Aide Mund explained that there have been conditions added that were requested
by the Committee at the February 16, 2010 Public Works Committee Meeting. The permit is
now a one-year permit and additional conditions to protect the privacy of drivers were included.
Chairman Wagner asked if the equipment will interfere with lines of sight. Mund answered that
the cameras are set up on a telescopic pole and mounted to an existing pole and have no
negative impact on sight distance. Chairman Wagner suggested that on future permits
conditions be added regarding line of sight.
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee approve Right-of-Way Use Permit No. 10-03 for Traffic Count Consultants Inc.
Motion carried 3-0.
C. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-04 FOR AUBURN SCHOOL DISTRICT
GRADUATION CEREMONIES
There were no questions or comments from the Committee.
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It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee approve Right-of-Way Use Permit No. 10-04 for Auburn School District.
Motion carried 3-0.
D. PERMISSION TO AWARD CONTRACT 10-01, PROJECT NUMBER CP0817, 2009 SEWER
AND STORM PUMP STATION REPLACEMENT PHASE A - DOGWOOD SEWER PUMP
STATION, TO HOFFMAN CONSTRUCTION INC. ON THEIR LOW BID OF $670,418.25 PLUS
WA STATE SALES TAX OF $$63,689.73 FOR A TOTAL CONTRACT PRICE OF $734,107.98
Project Engineer Sweeting answered questions asked by Chairman Wagner regarding the
road closure. Sweeting stated the road closure is in front of an undeveloped area of the
Muckleshoot Indian Tribe (MIT) cemetery and affects only residential traffic. Residents directly
adjacent to the construction site will be provided access during construction.
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee recommend Council grant permission to award Contract No. 10-01 for Project No.
CP0817, 2009 Sewer and Storm Pump Station Replacement Phase A, Dogwood Sewer Pump
Station.
Motion carried 3-0.
E. APPROVE AMENDMENT NO. 3 TO CONSULTANT AGREEMENT NO. AG-C-363 WITH
CAROLLO ENGINEERS FOR PROFESSIONAL ENGINEERING SERVICES RELATED TO
HYDRAULIC MODELING AND ASSOCIATED PROFESSIONAL SERVICES
Water Utility Engineer Lamothe reported that Amendment No. 3 will add funds that will allow
the consultant to evaluate Well 6, which has shut down and has a significant amount of
deterioration and staff needs to determine why this is occurring. The amendment will also
cover the cost of any remaining work that needs to be completed in 2010.
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee recommend Council approve Amendment No. 3 to Consultant Agreement No. AG-
C-363.
Motion carried 3-0.
III. ISSUES
A. RESOLUTION NO. 4576 AUTHORIZING THE MAYOR TO EXECUTE A LOCAL AGENCY
AGREEMENT BETWEEN THE CITY OF AUBURN AND THE WASHINGTON STATE
DEPARTMENT OF TRANSPORTATION RELATING TO THE SOUTH AUBURN ITS
EXPANSION PROJECT
Project Engineer Sweeting explained that this original local agency agreement is only for the
engineering and procurement phases of the contract and the remaining construction funds will
be obligated following those initial phases via a supplement to the agreement, following
questions asked by Chairman Wagner regarding the discrepancies between the funds as
stated in the agreement versus the funds amount on the agenda bill.
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Project Engineer Sweeting clarified the project vicinity map, pointing out that the light gray
shaded cameras are the locations of the proposed ITS cameras included in the project.
Transportation Operations Engineer Nutter answered questions asked by Chairman Wagner
regarding cameras being able to be mounted to the signals controlled by the Washington State
Department of Transportation (WSDOT) at the SR 18 and SR 167 ramps. Nutter stated that
currently WSDOT is not allowing the City to connect equipment to the signals. The Committee
and staff discussed the possibility of entering into an interlocal agreement with WSDOT which
would allow the City to control timing of the State owned signals. Vice-Chair Singer suggested
that the Puget Sound Regional Council (PSRC) may be able to assist staff in negotiations with
the State regarding the signals, particularly the Transportation Policy Board. The Committee
discussed whether or not staff should move forward with cost analysis for the operations of the
States signals. Director Dowdy commented that the City on about three prior occasions has
attempted to obtain WSDOT authorization to control the ramp signals and each time was
unsuccessful. Mayor Lewis asked that discussion on the matter continue at a later time.
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee recommend Council adopt Resolution No. 4576.
Motion carried 3-0.
B. RESOLUTION NO. 4570 APPROVING THE 2010 STORMWATER MANAGEMENT
PROGRAM AND AUTHORIZING THE MAYOR TO INCLUDE A COPY OF THE PROGRAM IN
THE NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM WESTERN
WASHINGTON PHASE II MUNICIPAL STORMWATER PERMIT ANNUAL REPORT FOR
2009 TO THE WASHINGTON STATE DEPARTMENT OF ECOLOGY
Water Quality Program Coordinator Thorn provided the Committee with background
information on the annual report and permit requirements. Thorn stated that the 2010
Stormwater Management Program and the 2009 Annual Report are both requirements of the
National Pollutant Discharge Elimination System (NPDES) Phase II Municipal Stormwater
Permit which was issued to the City by the State of Washington Department of Ecology. There
will be a Public Hearing at the March 15, 2010 City Council Meeting on the Stormwater
Management Program and staff will also seek Council approval of Resolution No. 4570.
Water Quality Program Coordinator Thorn answered questions asked by Chairman Wagner
regarding references to the Stormwater Management Manual. Thorn explained that the
Stormwater Management Program outlines the City's plan for the year to comply with the
requirements of the permit. Thorn further explained that preparing the Stormwater
Management Manual was one of several tasks in the 2010 Program.
Thorn answered question asked by Chairman Wagner regarding monitoring requirements.
Currently, there are no monitoring requirements set for Phase II Communities, such as the City
of Auburn. Thorn stated staff is participating in a caucus with other jurisdictions which is
working on a proposal to take forward to the Department of Ecology regarding monitoring
requirements. Thorn explained that the jurisdictions are working to propose useful monitoring
should monitoring be required. Water Quality Program Coordinator Thorn answered questions
asked by Councilmember Partridge regarding the date of issuance of the permit. The permit is
a five-year permit which was first issued to the City in 2007.
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It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee recommend Council approve Resolution No. 4570.
Motion carried 3-0.
C. RESOLUTION NO. 4579 AUTHORIZING THE MAYOR AND CITY CLERK TO ACCEPT
GRANT FUNDS IN THE AMOUNT OF $20,000.00 FROM THE WASHINGTON STATE
UTILITIES AND TRANSPORTATION COMMISSION - GRADE CROSSING PROTECTIVE
FUND
Transportation Planner/Grants Manager Hankins answered questions asked by
Councilmember Partridge regarding past problems with not having backup power to the
railroad crossings. Hankins explained that the backup batteries for the power supplies to the
signals will allow for the signals to be operational in the event of a power outage.
It was moved by Vice-Chair Singer, seconded by Councilmember Partridge, that the
Committee recommend Council adopt Resolution No. 4579.
Motion carried 3-0.
IV. DISCUSSION AND INFORMATION
A. ORDINANCE NO. 6229 - BUDGET AMENDMENT NO. 5
Finance Director Coleman explained that the majority of the budget amendment is projects that
are having budgets carried over from 2009 to 2010. There are also adjustments for the
Veterans' Traveling Memorial Wall and the Auburn Symphony, as well as funding for the
Wedding Show. Mayor Lewis explained that revenue for the Wedding Show was provided
through funds collect by a self imposed tax by the hotels and motels. Vice-Chair Singer
verified that the vendors will be reimbursing the City.
Finance Director Coleman answered questions asked by Chairman Wagner regarding the
Capital Lease Interest for the City Hall Annex Lease line item on page
Mayor Lewis answered questions asked by Councilmember Partridge about the funds that are
being carried forward from the 2009 budget in the amendment.
Finance Director Coleman stated the budget for the 2010 Auburn Symphony contract includes
three chamber series and three concert series, which are included in the BRAVO budget,
following questions asked by Vice-Chair Singer. Vice-Chair Singer stated that she was not in
favor of the requested amendment to the contract. The Committee and staff discussed the
BRAVO cost per attendee. Mayor Lewis recommended that the Council discuss the funding
for the Auburn Symphony contract for next year at the Fall 2010 financial retreat. Vice-Chair
Singer requested additional information regarding the number of series attendees in
comparison to the cost of the contract. The Committee agreed that the entire cultural arts
package needs to be discussed at the financial retreat.
Finance Director Coleman spoke about the transferring of a percentage of the Motor Vehicle
Tax from Fund 120 - Recreational Trails Expenditures and into Fund 321, to be used by the
Parks and Recreation Department for trail extension projects, following questions asked by
Councilmember Partridge. Coleman answered questions asked by Chairman Wagner
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regarding the State grant funds that remained following the completion of the Birding Tower
project which are being carried forward to be used on 2010 projects in the Auburn
Environmental Park. Vice-Chair Singer asked if the funds could be used for the WSU
Engineering Students' project. Mayor Lewis stated that the funds can only be used for
property acquisition and destruction.
Chairman Wagner asked about the reduction in the solid waste revenues. Finance Director
Coleman responded that the initial revenues for 2009 and 2010 where over estimated.
Finance Director Coleman explained that the attachment to the budget amendment delineates
the information, by fund, for the amendment line items. The budget amendment will be
reviewed by the Finance Committee and then move forward to Council for adoption on April 5,
2010.
B. ORDINANCE NO. 6298 AMENDING CHAPTER 1.04 OF THE AUBURN CITY CODE -
GENERAL PROVISIONS - RELATING TO AMENDMENTS TO EXISTING PROVISIONS
City Attorney Heid explained that Ordinance No. 6298 adds a statement of intent that will apply
to all ordinances stating that if amendments need to be made to City Code the later
amendments will apply as well as and previous changes or amendments, unless expressly
indicated otherwise.
The ordinance states changes from existing legislative enactments will be shown by
strikethroughs for portions being deleted and underlines for portions being added.
The Committee was in support of adoption of Ordinance No. 6298.
C. DOWNTOWN WATER QUALITY FACILITY FEASIBILITY ASSESSMENT
Utilities Engineer Repp distributed three maps to the Committee to facilitate discussion
regarding the Downtown Water Quality Facility. The maps show a concept drawing of the
proposed facility, drainage basin delineations, and the drainage basins currently used to drain
the Downtown area.
Repp stated staff conducted a pre-design feasibility report on the facility. Repp provided some
background information regarding the acquisition of the property of the proposed stormwater
water treatment facility site for the Downtown area.
Utilities Engineer Repp said that the feasibility report identified a number of site limitations.
The majority of the 5 acre site has wetlands on it, the elevation of the site is higher than the
Downtown drainage system and the site has very high groundwater. In addition, the report
shows that the site is not large enough to treat the entire Downtown area basin. The
Committee and staff reviewed the map of the stormwater drainage basins. The map indicated
the proposed Water Quality Treatment Facility will be able to treat approximately 24 acres but
does not have the ability to treat the drainage basin as a whole, the entire Downtown priority
area or urban center. Repp answered questions asked by Mayor Lewis regarding the
stormwater treatment requirements for the Downtown area. The only time treatment would be
required is if there was development or a redevelopment project occurring Downtown.
Assistant Director/City Engineer Selle discussed the additional portions of the water treatment
requirements, the flow requirements. Director Dowdy spoke about distributive concepts that
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may be used to meet the requirements. Chairman Wagner commented on the wetland
mitigation that would be needed in order to develop the site and use it for a water treatment
facility. Mayor Lewis asked if there were any ideas about what should be done with the
property. Utilities Engineer Repp answered that there are none at this time.
The Committee and staff discussed various concepts that could address the stormwater
treatment issue, such as capturing stormwater for heating uses, gray water, etc.
Mayor Lewis stated that staff needs to determine what could be done to effectively cut down
the need for stormwater treatment because it sounds as if the proposed facility site can not be
used. Utilities Engineer Repp agreed. Mayor Lewis stated there may be something the City
can do with development in order to aide them in not paying future charges. Mayor Lewis
requested that staff bring the findings back to the Public Works Committee and Planning and
Community Development Committee for further discussion. The Committee agreed.
Chairman Wagner spoke about the use of Right-of-Way for stormwater collection, treatment,
and transportation.
Utilities Engineer Repp stated that staff will move forward in developing an outline for a scope
of work and some cost estimates for Committee review.
The Committee and staff continued discussing the use of Right-of-Way, including Railroad
Right-of-Way.
Councilmember Partridge asked about how the stormwater currently flows out of the
Downtown area. Assistant Director/City Engineer Selle answered that it is transported via a
series of pipes and ditches to Mill Creek.
The Committee and staff discussed requirements for the NPDES permit for water flow and
quality.
Mayor Lewis asked staff to investigate other uses for the site.
Chairman Wagner asked if there is a possibility of taking stormwater through the foundations
of buildings. Utilities Engineer Repp stated it will be a combination of approaches that will
need to be used in the Downtown area. The goal will be to find the right combination to meet
the needs of the City.
D. WATERLINE RELINQUISHMENT FOR COLLEGE PLACE MOBILE HOME PARK
Assistant City Engineer Gaub distributed maps showing both the existing and new proposed
waterline easements to the Committee. Gaub explained that College Place Mobile Home Park
located south of SE 312th Street and west of SR 18 in the Lea Hill area, is currently working to
relocate a waterline that runs through the property to allow for some additional development on
the property. The property owner has requested a release of the existing easement for the
location of the old waterline and is providing a new easement for the newly relocated waterline.
The Committee concurs with the relinquishment of the existing easement.
E. REVIEW THE 2010 PUBLIC WORKS CAPITAL PROJECTS LIST
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Assistant City Engineer Gaub explained that the format for the projects list was modified. A
column for the 2010 budget was added and a section was added at the end of the list for
emerging projects which do not necessarily have a budget but may become more prominent
projects later in the year.
Item 7 - C504A - R Street SE Utility Improvements: Chairman Wagner asked how remaining
funds are reallocated. Assistant City Engineer Gaub answered that the funds go back into the
utility funds and street funds and that the MIT funds would return to MIT.
Item 17 - CP1001 - Game Farm Park: Assistant City Engineer Gaub reported that the funding
for the project is secured; some funds are coming from the Department of Energy grant for
replacement of the lights around the soccer fields at the park. Gaub answered questions
asked by Vice-Chair Singer regarding the funds that are being carried forward in Ordinance
No. 6229 for the project, which are not shown on the project list. Assistant City Engineer Gaub
answered questions asked by Chairman Wagner regarding the need to replace the existing
poles.
Councilmember Partridge commented about some of the poles being reused by cellular
service providers.
Vice-Chair Singer asked which Committee will be approving the project. Gaub answered the
Planning and Community Development Committee will be the lead Committee on the project.
Item 31 - 2010 Annual Traffic Calming Project: Vice-Chair Singer asked if bicycle routes were
added to this annual project. Traffic Engineer Para answered that it is a different project
included in the Transportation Improvement Program (TIP), to which the routes were added.
Assistant City Engineer Gaub said the Citywide Arterial Bicycle & Safety Improvements project
is funded in year 2011 in the TIP.
Item 54 - C201A - M Street SE Grade Separation Project: Assistant City Engineer Gaub
answered questions, regarding the total secured funding shown on the report, asked by
Chairman Wagner. Gaub stated the monies from the Port and Railroad Authorities will not be
shown on the report until the final agreements are in place. Chairman Wagner asked that the
report be updated to show the funding committed to the project.
Assistant City Engineer Gaub discussed the phasing for the project and explained that the
funds needed are for the Right-of-Way Phase and until the Right-of-Way is certified by the
State the Construction Phase cannot move forward.
Item 56 - CP0916 - West Valley Highway Improvements: Chairman Wagner spoke about
using the recycled asphalt approach to rebuild portions of West Valley Highway. Chairman
Wagner suggested staff examine the new technology available.
Item 57 - Auburn Way South and M Street SE Intersection Improvements: Assistant City
Engineer Gaub spoke about the study that is needed to determine the best scope for the
project and that a change in the project's scope may decrease the total estimated cost of the
project.
Item 73 - C412A - Auburn Environmental Park: Assistant City Engineer Gaub explained that
the budget represents the overall funding for the Environmental Park including grant monies
being used for property acquisition following questions asked by Chairman Wagner.
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Item 82 - H Street SE LID: The Committee and staff discussed the matching funds from the
City for the project. Chairman Wagner asked if Save Our Streets (SOS) funds could be
allocated for the City match portion. Gaub answered that the SOS fund was originally planned
to be used for the replacement of the existing pavement portion of the project and that
additional City match is needed for the sidewalk, curb/gutter, and storm drainage
improvements which are not SOS related.
Chairman Wagner would like a review and additional discussion regarding the project at a
future committee meeting.
Item 91 - Lea Hill Park: Assistant City Engineer Gaub stated the Parks Department was
working on an agreement for a property trade with Green River Community College in order to
build a park and part of the discussion regarding the agreement was whether or not the City or
the college will be construction the improvements to the park at the College's expense.
F. CAPITAL PROJECT STATUS REPORT*
Item 25 - CP0914 - F Street SE/ 4th Street SE Signal: Chairman Wagner requested a
Committee review of the project when 30% of design is complete.
IV. DISCUSSION AND INFORMATION AGENDA MODIFICATION
G. ORDINANCE NO. 6295 AMENDING CITY OF AUBURN FLOODPLAIN AND FLOOD HAZARD
REGULATIONS CURRENTLY SPECIFIED IN CHAPTER 15.68 (FLOOD HAZARD AREAS) OF
THE AUBURN CITY CODE AND REFERENCED IN TITLES 14, 16, 17, AND 18 OF THE
AUBURN CITY CODE
Environmental Protection Manager Andersen reported that on March 9, 2010, FEMA released
a revised draft floodplain model ordinance and associated regional guidance documents for
public review and comment. The public comment period ends on April 5, 2010. Andersen
stated that staff has reviewed the changes in the revised ordinance and noted that although
there were no significant changes; there were a number of substantive changes. Staff
compiled a list of six changes to discuss with the Committee.
The first change was a change in terminology from "no net impact/no adverse impact," to "no
adverse affect" or "will not adversely affect." Environmental Protection Manager Andersen
explained that the change is important because the word "impact" was never defined. It does
provide a very detailed definition for "adverse affect" that comes out of the Endangered
Species Act Consultation Handbook.
The second change was to a submittal requirement which had stated when an applicant
submitted their application they also needed to submit documents that showed they had
applied for other State and Federal permits that were required for their project. The revised
model ordinance now indicates that when applicants submit documents that they need to
indicate they will apply for the required State and Federal permits but do not need a formally
made application. Applicants do need to show that they have received other required Stated
and Federal permits or provide a letter indicating that they are not required, in order to get a
certificate of occupancy.
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The third change was to the language in the model ordinance that required that in a
subdivision there "shall" be lots side aside for open space, which was revised to "should."
Another beneficial revision was to the previous requirement that there be no net increase in
either the rate or volume of stormwater leaving the site of new development from a
predevelopment condition. That requirement has been changed to provide an allowance for
such an increase, but would require the impact of the increase in rate or volume to be
mitigated.
The revised model ordinance also clarifies a substantial amount of vegetation removal
threshold to be 5% or more of a portion of a lot that is in regulatory floodplain. The 5% speaks
to the amount of the property that is in the floodplain. Andersen referenced page 10 of 44,
item G of Ordinance No. 6295, in response to questions asked by Chairman Wagner.
The Committee and staff discussed page 9 of 44 and the definition of "adverse affect."
Environmental Protection Manager Andersen provided definition for the phrase
"contemporaneous," as used in the ordinance.
The last major areas changed by the model ordinance are to additional cases where a habitat
impact assessment would not be required, when a habitat conservation plan has been
prepared and approved or when a project is going through a section 4D process under the
Endangered Species Act.
Chairman Wagner asked how the new ordinance affects the Critical Areas ordinance that was
previously approved 5 years ago. Environmental Protection Manager Andersen answered that
the critical areas regulations are still on the books and in some minor sections of the new
ordinance there will be references to the revised Ordinance No. 5894 but there have been no
proposed changes to the critical area buffers or methodologies. Environmental Protection
Manager Andersen answered questions asked by Chairman Wagner regarding setbacks on
areas within the regulatory floodplain and setbacks on areas not in the regulatory floodplain
where the critical areas ordinance will still be applicable. Environmental Protection Manager
Andersen stated that staff will be working on a submittal sheet and guidelines for applicants to
help them understand when critical area regulations apply to a proposal as oppose to the
regulations in Ordinance No. 6295 and/or the Shoreline regulations.
Environmental Protection Manager Andersen answered questions asked by Councilmember
Partridge regarding the Type I decisions and Type II decisions outlined on page 3 of 44 of the
ordinance.
Ordinance No. 6295 will be presented to the Planning and Community Development
Committee on March 22, 2010 for action and move forward to Council for adoption on April 5,
2010. There is also a tentative Planning Commission Meeting scheduled for March 23, 2010
to review the ordinance.
H. RESOLUTION NO. 4583 URGING THE U.S. DEPARTMENT OF DEFENSE TO SELECT THE
BOEING COMPANY TO BUILD THE NEXT MID-AIR REFUELING TANKER
Mayor Lewis and the Committee voiced their support of the Council adopting Resolution No.
4583.
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V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjourned at 5:29 p.m.
Approved this 5th day of April, 2010.
Rich Wagner
Chairman
Jennifer Rigsby
Public Works Department Secretary
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