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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. Page 1 Public Works Committee Minutes March 15, 2010 MINUTES 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. Page 2 Public Works Committee Minutes March 15, 2010 MINUTES 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. Page 3 Public Works Committee Minutes March 15, 2010 MINUTES 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 Page 4 Public Works Committee Minutes March 15, 2010 MINUTES 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 Page 5 Public Works Committee Minutes March 15, 2010 MINUTES 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 Page 6 Public Works Committee Minutes March 15, 2010 MINUTES 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. Page 7 Public Works Committee Minutes March 15, 2010 MINUTES 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. Page 8 Public Works Committee Minutes March 15, 2010 MINUTES 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. Page 9 Public Works Committee Minutes March 15, 2010 MINUTES 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 Page 10