HomeMy WebLinkAbout08-15-2011 � * Public Works Committee
CITY OF_-�~ •
August 15, 2011 - 3:30 PM
Annex Room 2
wasH tNCro� ' MINUTES
I. 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.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Haugen were
present. Also present during the meeting were: Mayor'Pete B. Lewis; Public
Works DirectorDennis Dowdy, City EngineedAssistant Director Dennis
Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp,
Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Street
Systems Engineer Seth Wickstrom, Project Engineer Jacob Sweeting,
Project Engineer Ryan Vondrak, Project Engineer Leah Dunsdon, Finance
Director Shelley Coleman, Utiliry & Accounting Services Manager Mark
Gregg, Finance Planning Manager Mart'in Chaw, Planning Director Kevin
Snyder, Planning Manager Elizabeth Chamberlain, Principal Planner Jeff
Dixon, Storm Drainage Engineer Tim Carlaw and Public Works Secretary
Jennifer Rigsby.
Members of the public in attendance included: Terrence Danysh, Partner,
Dorsey & Whitney LLP representing Robertson`Properties Group (RPG),
Wayne Osborne and Largo Wales.
B. Announcements
There were no announcements.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Approval of Minutes
Councilmember.Peloza moved and Councilmember
Haugen seconded to Approve the minutes from the August 1, 2011 Public
Works Committee Meeting, as amended.
Vice-Chair Peloza suggested additional clarification on a comment made by
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Member Haugen, during discussion of Consent Item B, "...voiced her
concern about use of the parking lot on B Street SE and the condition ofithe
lot." Chairman Wagner suggested the minutes be amended to read,'"...
pedestrian conditions of the lot."
Vice-Chair Peloza asked that the same amendments be made to a similar
comment in Consent Item C.
Motion Carried Unanimously. 3-0.
B. Right-of-Way Use Permit_No. 09-14 Amendment (Mund)
Approve amendment to Right-of-Way Use Permit No. 09-?4 for Mohawk
northern Flastics LLC
Councilmember Peloza moved and Councilmember
Haugen seconded to Approve the Amendment to Right-of-Way Use Permit
No. 09-14 for Mohawk Northern Plastics LLC.
Engineering Aide Mund explained that the amendment will add additional
facilities so that all of the Mohawk facilities are covered under a single five-
year Right-of-Way Use Permit No. 09-14,.in response to a question asked
6y Vice-Chair Peloza.
Motion Carried Unanimously. 3-0.
C. Right-of-Way Use Permit No. 11-16 (Mund)
Approve Right-of-Way Use Permit No. 11-16 for Auburn Parks, Arts and
Recreation Santa Parade.
Councilmember Peloza moved and Councilmember
Haugen,seconded to Approve Right-of-Way Use Permit No. 11-16 for the
Auburn Parks and Recreation Department Arinual Santa Parade.
Motion Carried Unanimously. 3-0.
D. Public Works Project Na CP0803 (Dunsdon)
Award Small Works Contract No. 11-04 to T Milier Construction on Their
Low Bid of $115,336.90#or Project No. CP0803, 37th St SE / R St SE -
Pedes#rian Connecfor
CouncilmemberPeloza moved and Councilmember .
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Haugen seconded to Approve the award of Contract No. 11-04, to T Miller
Construction for Project No. CP0803 =37th Street SE / R Street SE
Pedestrian Connector.
Chairman Wagner asked for the const[uction schedule. Project Engineer
Dunsdon stated that,construction should'begin,in mid-September 2011 and
there are 35 working days;however, there will be asuspension of work
because of the anticipated delivery schedule for the lighting poles, which
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fakes at least 12 weeks.
Chairman Wagner asked if the connector trail will be closed until the lights
are installed. Dunsdon stated that once the schedule is received from the
contractor,.staff will be able to determine hovir much work can be done on
the connector prior to fhe instaliation of the light poles and if the pathway
c.an be open,
Motion Carried Unanimously. 3-0.
E, Public Works Project No. CP1002 (Wickstrom)
Approve Final Pay Estimate No. 10 to Contract No. 10-03 in the Amount of
$18;8fi6.57 and Accept Construction of Project No. CP1002 - 2010 Local
Street Pavement Preservation Project
Councilmember Peloza moved and Councilmember
Haugen seconded to Approve Final Pay Estimate No. 10 to Contract No.
10-03 with RW Scott Construction for Project No. CP1002—2010 Local
Street Pavement Preservation.
Motion Carried Unanimously. 3-0.
II I.. ORDINANCES
A. Ordinance No. 6374 (Dowdy)
An Ordinance of the the City Councii of the City of Auburn, Washington,
amending Section 2.94.020 of the Auburn City Code relating to the Citizens'
Committee for Transportation, Transit and Trails
Councilmember Peloza moved and Councilmember
Haugen seconded to recommend thaYfhe C'ity Council introduce and adopt
Ordinance No. 6374.
Director powdy stated that Ordinance No. 6374 will amend the existing City
Code so that the Transportation, Transitand Trails Committee can have up
to nine members.
Chairman Wagner asked if there is a restriction that dictates only City of
Aubucn residents can be a part of the Committee. IVlayor Lewis answered
that there is no such restriction and, in addition, Ordinance No. 6374 will
allow for the City to include an appointee from the Muckleshoot Indian Tribe
(MIT) on the Committee.
Motion Carried Unanimously. 3-0.
iV. RESOLUTIONS
A. Resolution No. 4737 (Sweeting)
A Resolution of the City.Council of the City of Auburn, Washington,
Authorizing the Mayor to Grant an Easement to Puget Sound Energy forthe
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Purpose of Relocating Utilities for the M Street SE Underpass Project
(C201A)
Councilmember Peloza moved and Councilmember
Haugen seconded to recommend that the City Council adopt Resolution
No. 4797.
Project Engineer Sweeting stated that the Gity is not_paying for Puget
Sound Energy (PSE) to relocate their facilities. The facili4ies are being
relocated as part of PSE's franchise agreement with the City, in response to
a question asked by Chairman Wagner.
Vice-Chair Peloza asked for the size of the easement. Project Engineer
Sweeting stated that the easement is approzimately 10 feet(nride, and runs
the length of the property.
Member Haugen asked'if the property is a condemnation property. Project
Engineer Sweeting answered that the property is not condemned, but rather �
it was acquired by the City in 2010.
Motion Carried Unanimously. 3-0.
B. Resolution No. 4742 (Dunsdon)
A Resolufion of the City Councii of the City of Aubum, Washington,
Authorizing the Mayor to Accept a State Grant from the Washington State'
Department of Transportation for the Auburn Way South Corridor
Improvements, Dogwood Street SE to Fir Street SE
Councilmember Peloza moved and Councilmember
Haugen seconded to recommend that the City Council adopt Resolution
No. 4742.
Chairman Wagnerasked if there are otheroptionsforthe audible
pedestr'ian signal. Assistant DirectodCity Engineer Selle answered that staff
is in the process of researching to see what options and new technology are
available.
Mayor Lewis pointed out that the.audi6le signals need to be at a high
enough volume to make sure they are heard over traffic and other
surrounding noise, Chairman Wagner spoke about the repetitive nature of
the audible message.
Member Haugen asked ifthere is a count of how many pedestrians cross at
the project location. Assistant Director%Gity Engineer Selle answered that
there are no specific coun# numbers. Director powdy stated that the number
of pedestrian crossings will likely incre.ase;as the Muckleshoot Indian Tribe
(MIT) develops the su�rounding property..
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Member Haugen asked if the surrounding neighborhoods will be notified of
the project in advance. Member Haugen spoke about possible citizen
concems regarding the audibie signal. lVlayorLewis answered that with the
level of noise on the street; he did not believe the signal wili be a great
concern for the nearby residents.
Project Engineer Dunsdon stated that there will be neighborhood education
about the project.
Motion Carried Unanimously. 3-0.
C. Resolution No. 4743 (Dunsdon)
A Resolution of the City Council of the City of Auburn, Washingfon,
Authorizing the Mayor to Accept a Federai Grant to be Adminisfered
through the Washington State Department of Transportation for the Aubum
Way South Corridor Improvements, Dogwood Street SE to FirStreet SE
Councilmem6er Peloza moved and Councilmember
Haugen seconded to recommend that the City Council adopt Resolution
No. 4743.
Motion Carried Unanimously. 3-0..
D. Resolution No. 4744 (Vondrak)
A Resolution of the City of Council of Ciry of Auburn, Washington,
Authorizing the Mayorto Grant an Easement to Puget Sound Energy for the
Purpose of Relocating Utilities for the South Division.Street Promenade
Project (CP1005)
Councilmember Peloza moved and Councilmember
Haugen seconded to recommend that the City Council adopt Resolution
No. 4744.
Chairman Wagner asked if the City is paying for Puget Sound Energy (PSE)
to relocate their facilities. Project Engineer Vondrak answered that the City
will have to pay to haye the facilities relocated fo�#his project.
Motion Carried Unanimously. 0-0.
V. DISCUSSION ITEMS
A. Bad Debt Write-Off (Coleman)
Financ.e Director Coleman reported that the City has some accounts that
have been deemed uncollecta6le due to bankruptcy. Coleman,explained
that fhe accounts have been sent to the City's Legal Department to be
collected on through the bankruptcy courts. Chairman Wagner asked if liens
can be placed againstihe.properties. Utility and Accounting Services
Manager Gregg conf'irmedlthat there are liens in place where appropriate.
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Chairman Wagner asked if the properties in question were owned by the
Muckleshoot Indian Tribe{MIT) or private citizens who are tribal
members. Finance Director Coleman answered that two of the properties
are owned by the MIT and three are individually owned private properties.
Mayor Lewis responded to questions asked by Vice-Chair Peloza regarding
the accountabilityof the MIT for the amounts owed.
Member Haugen requested additional information, such as the number of
accounts and location ofproperties, be provided to Committee Membersfor
bad debt write-offs. Mayor Lewis stated that any requests for the names of
property owners to be provided in agenda packets needs to be made by the
City Council.
The Committee and staff discussed the difference between tribal lands that
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are administered by the MIT versus tribal lands that are-administered by
individuals. Chairrnan Wagner stated that inthe future he would like
additional discussion regarcJing utility account policy and the MIT. Mayor
Lewis agreed and suggested additional discussion with the City Attomey
present. Vice-Chair Peloza supported corrtinued discussion including
additional past data.
Member Haugen asked to review the utility agreement with the MIT.
B. Utility Billing Issue (Coleman)
The Committee and staff reviewed the current Utility Billing Policy. Utility
and Accounting Services Manager Gregg brought the sample documents,
door hangers, and statements for the Committee to consider, at the request
of Chairman Wagner.
Utility and Accounting Service Manager Gregg gave a brief summary of'the
billing and communication process.
Utiliry and Accounting Senrices Manager Gregg answered the Committee's
questions about the Billing P-rocess Timeline. The Committee requested
information regarding-tfie billing process timelines from other municipalities
to use in comparison. Finance Director Coleman explained that the timeline
is very regimented to ensure that the City meets State Law requirements for
delinquent utility accounts, as outlined in the RCW. The Committee asked
for the RCW numbers to be r,eferenced'in the policy document. MayorLewis
pointed out that3he Gity's utility billing process has been set up in
accordance with the RCVII:
The Committee reviewed3he door hanger used to notify residents of
increased water consuinption and/or possible leaks. The Committee and
staff discussed whethe� or not the wording on the hanger could be updated
to better bring residents' attention to the possibility of a waterleak on thei�
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properties. The Committee and staff discussed including utility billing
contact information in Spanish and Ukrainian on the door hangers.
Utility and Accounting Services Manager Gregg outlined the
Leaks/Notifica4ions section forthe Committee.
Chairman Wagnerasked if there is a customer service script used when
contacting customers. Gregg stated thatfhere is not a script. Finance
Director.Coleman pointed out that the circumstances of each cail are unique
and developing a standardized script would be difficult. The Committee and
staff discussed the possibility of using a check list in lieu of a script to
increase call consistency.
Utility and Accounting Services Manager Gregg reviewed how staff
maintains the "ongoing leak" log and tracks wfiich methods of notification
are used for customers with suspected leaks, in response to questions
asked by Chairman Wagner.
The Committee reviewed a sample copy of the penalry statement that is
mailed to landlords. Chairman Wagner commentedthat the statement may
need to be simplified. Vice-Chair Peloza agreed that the statement is
"wordy."
Vice-Chair Peloza asked for information regarding the amounts that other
municipalities are charging for penalties on delinquent utility accounts.
Mayor Lewis and the Committee discussed the percentage of customers
that are delinquent now compared to the percentage of customers that were
delinquent prior to switching to monthly utility billing. The percentage has
remained approximately the same, at 6etween 6% and 8%.
Utility and Accounting Services Manager Gregg answered questions asked
by Vice-Chair Peloza regarding the due date for penalties.assessed and
where that would occur on the Billing Process Timeline. Gregg explained
that landlords receive a clelinquent notice regarding the account and the
account holderreceives a subsequent b'ill'that shows the past due amount
and those will be sent_prior to the tagging that occurs at day 38. The
Committee suggested two timelines, one for account holders and the other
for landlords.
The Committee and staff reviewed the Financial Policies section.
Finance Director Coleman provided cla�ification for the policy, "...staff can
remove one late fee per 12 months at fheir discretion," in response to a
question asked by Chairman Wagner regarding use of the word
"discretion." The Committee requested the phrase, °at their discretion" be
removed from the policy.
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Coleman and Gregg described circumstances that would be considered a
'9egitimate billing dispufe," answering a question asked by Chairman
Wagner.
Chairrnan Wagner asked that staff write a policy for the procedure of
allowing payments to be made to accounts as out lined in item b1, Time
Payment Plans.
The Committee and staff discussed charging interest on past due accounts.
Utility and Accounting Services Manager Gregg discussed the transfer of
previous tenants' accounts to current accounts set up for either the new
tenants orthe propertyowner's name. This ensures that the balance is _
brought forward and remains with the property.
Chairman Wagner suggested additional information be included in the
Communiry Systemssection expiaining that the City has a requirement that
the amount billed for a master meter rrfust be justified bythe property ovirner
and cite the City Code. Mayor Lewis asked that staff consultwifh the City
Attorney to determine if anything further can be done for master meter _
billing.
Finance Director Coleman explained how a deduct meter works, in
response to a question`asked by Chairman INagner.
The Committee and staff reviewed the map of the five utility
districts. Coleman gave details regarding how the districts are created.
The Committee reviewed the 2-hour shut off notice door hanger.
Vice-Chair Peloza asked for an explanation for the increase in commercial
leak adjustments in the second quarter of 2011 . Utility and Accounting
Services Manager Gregg stated that there were two large commercia� leak
adjustments in the second quarter; one of them was for a heaithcare facility
and the otherwas for Skills Inc, which was approved by the Committee.
The Committee and staff reviewed the flowchart for Payment Arrangements
for Tenants vs. Owners.
The Committee and staff discussed that process and the cost of putting a
lien against property.
Gregg said that if tFie City makes a payment arrangement with a customer
and the customer does not keep that arrangement, no additional payment
arrangementscan be made by that customer for a 12 month period, in
response to a question asked by Vice-Chair Peloza aboutthe flow chart.
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C. Ordinance No. 6370 (Coleman)
Budget Amendment No. 4
Finance Director Coleman explained that there is currently a contracted
employee in the position of animal confrol services and Budget Amendment
No. 4 would make this position a full-time City position, in response to a
question asked by Vice-Chair Peloza.
The Committee and staff discussed the profitability of the golf course and
the mitigation of the club house debt.
D. Ordinance No. 6371 (Snyder)
An Ordinance of the City Councii of the City of Auburn, Washington,
Amending Ordinance No. 6321 to Extend the'Effective Date
Chairman Wagner stated that there was a study session to review all of the
documents that would have to be created for the Developer Agreement and
stated that he feels an extension is necessary to prepare all of the
documents. The Committee members agreed.
Principal Planner Diicon explained that the policy documents will be brought
back to the Committees and City Council pursuant to the schedule provided
in the agenda packet.
E. Ordinance No. 6372 (Snyder)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Chapter 10.40 of the Aubum City Code for the purpose of
modifying the authoriiation and location for the three hour non-metered
parking facilities in the downtown area of Aubum.
An Ordinance of the City Council of the Ciry of Auburn, Washington,
Amend'ing Chaptec 10.40 of the Aubum City Code for the Purpose of
Modifying the Authorization and Location forthe Three Hour Non-Metered
Parking Facilities in the Douvntown Area of Auburn
Mayor Lewis stated that the new parking I_ot at_Mel's is complete and the
Ciry now plans to open the parking lot at the SE corner of A Street NW and
1 st Street NW to 3-hour parking.
Planning Manager Chamberlain answered questions asked by Chairman
Wagner regarding parking enforcement for the lot.
F. Storm Drain SDC LID Incentive (Carlaw)
Storm Drainage Engineer Carlaw distributed a handout and discussed the
difference between the storm drainage monthly rates and System
Development Charges (SDC).
Carlaw reported to the Committee that the Cities of Kent and Federal Way
currently do not have a SDC, they recover all of their fees throwgh their
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monthly rates. The City of Bellevue does not have a SDC but they do have
a capital recovery charge that is appiicable for 10 years at the onset of the
project. The City of Tacoma does not haye aSDC although they do
recognize Low Impact Development (LID) in their monthly rates. Seattle
Public Utilities does not have an SDC discount for LID at this time and the
City ofi Portland is tFie same. Carlaw stated that the City of Bellingham has a
very complex set of criteria that needs to be met for up to a 50% reduction
in the SDC for LID.
Chairman Wagner asked how much money is generated by SDCs for the
storm drainage utility. Storm Drainage Engineer Carlaw distributed a
handout showing the Historical Sources of Storm Drainage Revenues for
the Committee to review.
Storm Drainage Engineer Carlaw discussed possible future LID conditions
for the next update of the NPDES permit.
Carlaw pointed out that staff is proposing the 30/70 split, 30%the baseline
and up to 70%would be eligible for LID as a percent of LID use on the
site. The calculated SDC lose, based on last year's SDCs would be 1 .2% if
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all of the projects;last year had done 100% LID on 100% of the impervious
area.
The Committee and Mayor Lewis discussed the implementation of an
incentive for LID use when LID use maybe a mandate in the future.
The Committee was in support of staff's proposal. An ordinance will be
brought back to the Committee for action, reflecting the appropriate
changes to City Code.
G. Capital Project Status Report (Gaub)
Item 2 — CP0701 —8th & R Street Traffic Signal: Chairman Wagner stated
that he noticed as drivers got used to the new signal, traffic started to move
more smoothly. Vice-Chair Peloza and Member Haugen agreed.
Item 9 — CP1006 — Lakeland Hills Reservoir 6: Chairman Wagner
commented on the size of the reservoir and commended the Committee for
agreeing to mitigate the view by painting a mural on it.
Item 12— CP1005= South Division Street Promenade Project: Vice-Chair
Peloza verified that:the project wilf be complete in December
2011. Assistant Ciry Engineer Gaub answered thaYthe majority of the
project will be completed by December however, the final touches will
probably be completed'in early 20i2.
Item 6 — C201 A — Residential Building Demolition: Vice-Chair Peloza
verified all of the residential 6uildings in the project scope have been
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demolished. Assistant City Engineer Gaub confirmed that to be correct.
Item 15— C207A—A Street NW Corridor— Phase 1 : Vice-Chair Peloza
asked about the project's estimated completion date. Assistant City
Engineer Gaub explained that the northem portion of the road is being
constructed with a pre-load to accelerate settlement. This will be a three
month long process and carry into 2012. The contractor is working to get
the pre-load in place now.
Chairman Wagner asked if the Post Office has seen how drivers are going
to exit their parking lot foliowing the completion ofthe project. Mayor Lewis
stated that he had a meeting with the personnel at the Post Office
scheduled however 4here has been a staffing change and he is in the
process of trying to reschedule. Mayor Lewis stated that his intention is to
review the City's ociginal agreement with tlie Postmaster and demonstrate
to them the challenge of the outward movements from their parking lot.
Vice-Chair Peloia asked if something could be done about the uncleanly
condition of the Pos# Office parking Iot. Mayor Lewis sfated that The Auburn
Downtown Association is working to clean up that area for the betterment of
the Downtovirn area and the City.
Item 18 — CP0916 —West Valley Highway—SR18 to W Main: Assistant City
Engineer Gaub stated that the street closure is scheduled to begin on
August 29th, in response to a question asked by Vice-Chair Peloza.
Item 21 — C201 A— M Street Underpass ProLct: Vice-Chair Peloza asked
when M Street 5E will close. AssistantCity Engineer Gaub answered that
the contract for the project has not yet gone out for bids and once there is a
contract awarded staff will be able to better estimate the closure date based
on the Contractor's schedule.
Assistant City Engineer Gaub explained that the signal at 4th Street and M
Street SE will be replaced when the intersection is lowered and re-graded,
but the new signal will be in the same location.
Item 22—CP0909=Academy Booster Rump Station: Chairman Wagner
asked if the residerits wiil be without water service during the switch
over. Assistant City Engine.er Gaub answered that there will be a switch
over time while bringing tlie new station online and taking the old station off
but these will be short term impacts to customers.
Item 27— CP1112—2011 Sidewalk Improvement Project: Assistant City
Engineer Gaub reviewed some of the areas included in the scope of the
project as previously discussed with the Committee, in response to a
question asked by Chairman Wagner.
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VI. ADJOURNMENT
There being no furthec business to come before the Public Works Committee,
the meeting was adjoumed af 5:30 p.m.
Approved this 6th day of September, 2011.
c�/� �/�--Q-�—
Rich Wagner J nni Rigs6y
Chairman Public'Works Departm Secretary
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