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HomeMy WebLinkAboutITEM III-C * CITY OF AUBURN * CITY OF PUBLIC WORKS COMMITTEE ~ = ft • No to 00 March 21, 2011 WASHINGTON DRAFT MINUTES 1. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Bill Peloza, and Member Virginia Haugen. 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, Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Project Engineer Ryan Vondrak, Storm Drainage Engineer Tim Carlaw, Water Quality Program Coordinator Chris Thorn, Finance Director Shelley Coleman, Financial Planning Manager Martin Chaw, City Attorney Dan Heid, Brian Winslow from the Boeing Company, Jennifer Wynlcoop from Landau Associates, Citizen Wayne Osborn and Department Secretary Jennifer Rigsby. II. EXECUTIVE SESSION An Executive Session was called for during discussion of Consent Agenda Item C for the purpose of discussing real property acquisition. III. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, March 7, 2011. Motion carried 3-0. B. RIGHT-OF-WAY USE PERMIT NO. 09-45 AMENDMENT FOR THE BOEING COMPANY FOR FIVE MONITORING WELLS Engineering Aide Mund explained that the Boeing Company applied for an amendment to their existing five-year Right-of-Way Use Permit to add additional monitoring wells at five different locations through out the City. A representative from the Boeing Company stated that Boeing is conducting another round of investigations on the amount of trichloroethylene (T.C.E.) in the surrounding ground water and the area of impact, as required by the Department of Ecology. The representative reported that the levels of T.C.E. in the ground water are very low level and are close to the anticipated clean up level. The Boeing Company was not able to determine the full extent of the area of impact with the initial wells. Vice-Chair Peloza asked what Boeing is trying to accomplish by monitoring the ground water. The representative answered that Boeing in collecting ground water samples and is having them analyzed by a laboratory to find out the concentration of T.C.E. is in the ground water. This is the investigation phase. Page 1 Public Works Committee Minutes March 21, 2011, DRAFT MINUTES The Committee and the representative from the Boeing Company discussed possible clean up remedies. The representative reiterated that the level of concentration of T.C.E. is very low and is continuing to degrade on its own. Member' 'Haugen asked what T.C.E. is. The BoeingCompany Representative answered that T.C.E., or trichloroethylene, is an industrial. solvent. The solvent has not been used at the Boeing Company facility in Auburn since the 1980s. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the amend ment'to' Right-of-Way 09-45 for the Boeing-Company for five monitoring wells. Motion carried 3-0. C. AGREE TO NOT APPLY A STREET PAYBACK TO KING COUNTY PARCEL NO. 112104- 9020 OWNED BY GEORGE HAND CHARLES M LYDEN,FOR CITY IMPROVEMENTS TO BE CONSTRUCTED BY THE A STREET NW EXTENSION PROJECT NO. C207A Chairman Wagner called for an Executive Session at 3:37, to discuss potential real property acquisition. `The session will be-approximately. 15 minutes in length. The Committee reconvened at 3:50. It was moved by ;Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend, Council agree to not apply a.Street-Payback to King County Parcel No. 112104- 9020, owned' by George' Hand-Charles M Lyden forCity improvements to be constructed by the A Street NW Extension Project No. C207A. Motion carried 3-0. D.. APPROVE CHANGE ORDER NO. 2 TO CONTRACT NO. 10-04 FOR PROJECT NO. CP0701, 8th STREET NE AND R STREET NE SIGNAL PROJECT Project Engineer. Vondrak stated that staff is seeking approval of.Change Order No. 2 in the amount of $29;169:21 for,the.8th Street NE and R Street'NE;Signal Project. Change Order No. 2 encompasses additional costs that were incurred to trench across the southern landscape strip on 8th Street-NEE.to install conduit for the' ITS System.: "TheChange Order also includes the cost of two advanced.videodetection cameras and additional traffic control costs caused by a high volume' of pedestrian traffic during construction. Staff responded to questions asked by Vice-Chair. Peloza regarding the length of the trenching that was done. It was moved by Vice-Chair Peloza; seconded by Member Haugen, that the Committee recommend Council approve Change Order No. 2 to Contract No. 10-04 for Project No. CP0701,.8th-Street NE and R Street NE Signal Project. Motion carried 3-0. Page 2 Public Works Committee Minutes March 21: 2011 DRAFT MINUTES IV.ISSUES A. RESOLUTION NO. 4679 APPROVING THE 2011 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.2010 TO THE WASHINGTON STATE DEPARTMENT OF ECOLOGY Storm Drainage Engineer Carlaw explained that the City is required to implement a Stormwater Management Program as part of the National Pollutant Discharge Elimination System (NPDES) Permit. An annual report for 2010 must be submitted to the Department of Ecology, with the copy of the City's Stormwater Management Program, by March 31, 2011. Page 8-2, City of Auburn 2011 Stormwater Management Program (SWMP): Chairman Wagner stated that Task'ID No. MNTR-1, in table 8-1; is important to help guide the Department of Ecology toward developing useful future monitoring requirements. Chairman Wagner asked what staff is doing to help influence the Department of Ecology. Water Quality Coordinator Thorn answered that staff is attending the Regional Stromwater Workgroup meetings,on developing the regional monitoring program. Chairman Wagner asked if any one from the workgroup will.be working with the State legislature and the Department of Ecology: Water Quality Coordinator Thorn answered that the Association of Washington Cities (AWC) has been involved with the legislature.` Mayor Lewis spoke about the limitations of influencing the monitoring requirements at the legislative level. Water Quality. Coordinator Thorn spoke about the development of a regional monitoring plan. Page 2-5, City of Auburn Low-Impact Development (LID) Barriers: Chairman Wagner stated that the LID credits should be further investigated to be used as-an LID Barrier. Mayor Lewis stated that the City would be better off in the long-term if staff can figure out away to provide the LID credits to businesses.. Mayor Lewis spoke about the long-term benefit of developing systems that reward businesses for development and redevelopment that brings down the use of stormwater on and coming off of their properties. Page 1 City of Auburn Stormwater Monitoring and Targeted Stormwater Management Program (SWMP) Effectiveness Monitoring: Chairman Wagner asked if there is a long procedure that the City would need to go through in order.to make changes to the SWMP. Water Quality Coordinator Thorn stated the procedure will, depend on the permit requirements included in the next permit cycle: . Vice-Chair Peloza suggested. including what.the permit. requirements and the development of the SWMP is costing. the City in the report to the Department of Ecology.. Water Quality Coordinator Thorn stated that staff is required to track costs and they could be-included in future reports. Mayor Lewis supported the inclusion of the unfunded mandated-costs, or a rough order of magnitude. The Committee and staff discussed where the figures will be included. Page 3 Public Works Committee Minutes March 21, 2011 DRAFT'MINUTES Pape 2-1, City of Auburn 2011 Stormwater Management Program (SWMP): Assistant Director/City Engineer Selle responded to a question asked by Vice-Chair Peloza regarding the cost of preparing the Stormwater Management Program document. The Committee and staff discussed other costs associated with the NPDES II Permit. Storm Drainage Engineer Carlaw spoke about some of the grants that have been awarded to NPDES II municipalities. Mayor Lewis pointed out how little of the cost the grant funds covered. Page 4-1, 'City of Auburn 2011 Stormwater Management Program (SWMP): Vice-Chair Peloza asked what ongoing opportunities for public involvement were being provided and why the committees and advisory boards are not names in the SWMP document. Water Quality Coordinator. Thorn answered that the City's public involvement includes discussion.at public meeting, such as the Public Works Committee Meetings, Public Hearings, and the Public Comment'period. It was moved by. Vice-Chair, Peloza, seconded. by Member Haugen, that the Committee recommend Council approve and adopt Resolution No:.4679. Motion carried 3-0. V. DISCUSSION-AND INFORMATION A. ORDINANCE NO. 6352 - BUDGET AMENDMENT NO. 2 Finance-Director Coleman pointed out the new Schedule "A" format and welcomed the Committee's feedback. Chairman. Wagner. asked "what the funds in the 117 Drug-Forfeiture Fund are used for. Coleman answered the:funds,may,only be used for drug enforcement activities. Vice-Chair Peloza asked if it is a restricted fund. Coleman confirmed that to be the case. Chairman Wagner asked if the funds can be used to pay officers. Coleman answered that there is an officer currently being paid out of the 117 Fund and that officer. is solely dedicated to drug enforcement. Finance Director Coleman responded to ,a question asked by Chairman Wagner regarding the large fund balance in the 11.7 Fund. Chairman Wagner asked if the funds in the 124-Mitigation Fees Fund were dedicated. Finance Director. Coleman stated that the funds are programmed and those amounts are reflected in the 'Capital: Facilities Plan (CFP). The Committee and-staff discussed including whether or not the funds are dedicated in the new Schedule "A" format. Finance Director Coleman stated that staff could review-the CFP and see'where the funds where programmed in and the CFP would show which project they are for. Coleman,reminded the.Committee that the-CFP is a planning document and can be amended and changed: Mayor Lewis -explained that the majority of the funds are committed funds but any funds that are committed by the Council can be changed by the Council. Page 4 Public Works Committee Minutes March 21, 2011 DRAFT MINUTES Chairman Wagner verified that the funds are programmed in the CFP, but not designated by the Council. Finance Director'Coleman explained that 124 is a special revenue fund and all fund balances are designated for a specific purpose and that specific purpose is for transportation projects that meet the requirements of the use of the funds. The funds then get programmed to projects that meet the criteria. - Mayor Lewis stated that the funds are all currently. programmed, but they can,be changed and reprogrammed. Chairman Wagner asked what the 229 1998 Library Fund is used for. Finance Director Coleman answered-that the fund is used for debt "service. . Finance Director Coleman answered'a question asked by Chairman Wagner regarding the 2011 Revenue listed in the. 321 Municipal Park Construction Fund. Chairman Wagner asked if the funds in -the 550 Equipment. Rental Fund were reduced by making purchases or charging less to departments. Coleman answered both the charges were reduced and purchases were made. Mayor Lewis said that the balance of the fund is going to be reviewed at the end of the year. Vice-Chair Peloza asked why the Municipal Judge was an exception to the 2011 non-paid furlough policy budget- adjustment, as explained in the memorandum. Finance Director Coleman- answered that the Municipal Judge's salary is. set and the City receives money from the State that reimburses portions of.his salary. Vice-Chair Peloza-asked if the Golf Course Loan was reflected in the budget amendment. Coleman answered that the loan was not included. Member Haugen asked if the 2011 Non-paid furlough-policy budget adjustment included department directors. Finance Director Coleman confirmed that the directors are included because the department directors are non-affiliated employees. Chairman Wagner asked what NAC stands for. Financial Planning Manager Chaw answered that it in and "other" category for non-affiliated employees. B. AUBURN WAYS AND F STREET-SE-INTERSECTION SIGHT DISTANCE Traffic Engineer.Para reported that staff investigated the sight distance of the signal head at the intersection of Auburn Way S and F_Street SE, at the request of the Committee. Para stated that staff- found that the difficulty seeing the signal head was primarily caused by large trees that are on the south side,.in front of the Les Schwab building.. Staff recommends that the trees be removed and supplementary signal head on the backside of the southwestern traffic signal pole be installed. Member Haugen asked if-all of the trees needed to be removed. Traffic Engineer Para answered it.is_difficult to know if all of the trees need to be removed without the supplementary signal head being in place. Para said that staff plans-to install the signal.head and then remove trees brie at ajime until the signal is visible.- Mayor Lewis asked .staff to consult with Parks Director Faber regarding the feasibility of carving the trees trunks into sculptures rather than removing the.fuli tree trunk. Page 5 Public Works Committee Minutes March 21. 2011 DRAFT MINUTES Traffic Engineer Para told the Committee that-the trees are on private property and the City will have to work with the property owner. Member Haugen asked how many trees are impeding the sight distance. Para answered that there are four-trees in the sight triangle: Member Haugen asked that it be reflected in the minutes that she is-opposed to the removal of any trees without first receiving public input. Chairman -Wagner stated that the recommendation appeared to-be a, good solution. C. EASTBOUND 8T" STREET NE CORRIDOR SIGNAGE AND STRIPING Traffic Engineer Para reported that staff investigated a concern brought to them by the Committee regarding drivers merging late into the eastbound through lane on 8th Street NE. Para stated that staff anticipated this behavior by drivers before the rechannelization and that is whythe'double wide solid/broken line was extended and supplemental "left turn only" signage was installed. Para~said-that after reviewing the live video of the-corridor it appears that the late lane changes are a function of aggressive driving rather than driver's being unaware of the'lane uses. Staff did notice-that there are some signs along the corridor that may be confusing to drivers and recommend the existing "Watch for. Ice" sign be moved closer.to the bridge and a larger lane use control sign be installed to replace the current one.-This will improve readability of both signs. Chairman Wagner asked if some lane control markings could be placed in the lane to alert drivers that;they need, to merge. Traffic Engineer Para answered that there-is not a.good location'to put markings. Chairman Wagner asked if .a sign could be installed on, the signal. Para answered that putting a sign on the signal will give conflicting information.to,drivers, going. through the intersection. Para stated that the location of the driveways along the corridor makes sign placement, difficult and :the best place to, install a sign is at the current location, immediately. after the R Street NE intersection. The Committee and staff discussed turn movements through the 8th Street NE corridor. Chairman Wagner asked about a permanent "No Left Turn" sign to prevent drivers from turning left into the apartment complexes. Traffic Engineer. Para stated that there were no signs included in the design of the signal, but staff is installing'one, on the mast arm and one at the end of the island. Vice-Chair Peloza distributed a photograph of a concrete pothole at 8th Street NE and R Street NE which was patched with asphalt. Assistant Director/City Engineer Selle stated that'the asphalt -is,probably a, temporary cold patch that was put in during the winter months that will be replaced. Chairman Wagner stated that,he was satisfied with staffs findings and recommendations. Member;Haugen agreed that the late lane changes on 8th Street NE is due to aggressive driving. Para stated that there have been no accidents related the project. Page 6 Public Works Committee Minutes March 21, 2011 DRAFT MINUTES D. CAPITAL PROJECT STATUS REPORT Item 3 - CP101 T -Tacoma Pipeline 5 & B Street NE Intertie: -Assistant City Engineer Gaub explained howthe intertie will be tested in response to a question asked by Chairman Wagner. Gaub said.that the electronics and telemetry are being tested to make sure that the controls are operating properly and water will be taken through the system. Item 8 CP0909 Lakeland Hills Booster Pump Station: Chairman Wagner asked if the project impacts summer water availability for Lakeland Hills. Assistant City Engineer"Gaub answered that the existing booster'station in still in operation and water availability will not be affected. Chairman"Wagner asked if the pump station project had to be coordinated with the Lakeland Hills Reservoir 6 Project. Assistant City Engineer Gaub confirmed that the projects would need to be coordinated. Item 5 - CP0815 - Marv Olson Farm Phase III: Member Haugen asked if the signage procurement for the signs is funded. Assistant City Engineer Gaub responded that the procurement is funded by monies that`came from the S 27Th Street.Grade Separation Project for historic preservation. Item 14- CP1006-Lakeland Hills Reservoir 6: Chairman Wagner asked if the bid for the project would need to be awarded prior to the next Public Works Committee Meeting. Assistant City Engineer Gaub stated that.the contract award would be on the agenda for the-next meeting and there is no need to award it.sooner. Item 15 - CP1005 - S Division Street Promenade Proiect: Assistant City Engineer Gaub stated that the City has received approval from the Economic Development Administration (EDA) and the.,project will bid. next week, in response to a question from Chairman Wagner. Item 19 ` C201A - M Street Underpass (Grade Separation): The Committee requested project information signs be installed on M Street to explain,why the houses along the corridor are being-boarded up. ADDITIONAL:DISCUSSION Vice-Chair Peloza asked about the M Street SE and 17th Street SE intersection, as a result of comments he received from a' concerned citizen. Assistant Director/City Engineer Selle stated that a discussion of the, intersection study of Auburn Way S and M Street SE would probably be later in the Summer 201.1 because.staff is currently working on initiating, bidding, and beginning construction-on numerous capital projects for this year's construction season: Once the capital .projects are into construction, staff will be able to conduct-and discuss the intersection study. Chairman Wagner suggested that maybe a consultant could work.on the intersection study. Assistant Director/City Engineer-Selle explained that there is not currently.funding for a consultant and even if a, consultant were hired there would still be staff time needed. to solicit the contract, provide the consultant with data,-and manage the consultant' etc. Page 7 Public Works Committee Minutes March 21, 2011 DRAFT MINUTES VI. ADJOURNMENT There being no further business to come before the Public. Works Committee, the meeting was' adjourned at 4:49-0.m. Approved this day of , 2011. Rich Wagner Jennifer.Rigsby Chairman Public Works Department Secretary Page 8