HomeMy WebLinkAboutITEM II-ACITY OF -J
AGENDA BILL APPROVAL FORM
WASHINGTON
Agenda Subject:
Date:
Approval of Minutes
March 30 2011
Department:
Attachments
:
Budget Impact:
Public Works
Minutes from
March 21, 2011
$0
Administrative Recommendation:
Public Works Committee to approve the minutes
of the March 21, 2011 Public Works Committee meeting.
Background Summary:
W0404-1
Reviewed by Council & Committees:
Reviewed by Departments & Divisions:
❑ Arts Commission COUNCIL COMMITTEES:
❑ Building
❑ M&O
❑ 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
Referred to Until
Tabled Until
Councilmember: Wagner
Staff: Dowdy
Meeting Date: April 4, 2011
Item Number:
* moRE THAN YQLJ IMAGINED
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CITY OF AUBURN
PUBLIC WORKS COMMITTEE
March 21, 2011
;e'-1 WASHINGTON
DRAFT MINUTES
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 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 Boeing Company 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 amendment 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 H AND 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 H and Charles M Lyden for City 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 NE to install conduit for the ITS System. The Change Order also includes the
cost of two advanced video detection 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 a way 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
Page 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 117 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.
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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 WAY S 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 one at a time 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 full 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 rechannel ization and that is
why the 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 staff's 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 - CP1011 - Tacoma Pipeline 5 & B Street NE Intertie: Assistant City Engineer Gaub
explained how the 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 277th 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 Project: 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 2011 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 p.m.
Approved this day of 12011.
Rich Wagner
Chairman
Jennifer Rigsby
Public Works Department Secretary
Page 8