HomeMy WebLinkAbout08-01-2011 cmoF_1'* • Public Works Committee
August 1;2011 - 3c30 PM
Annex Room 2
wnsriiNCTON. MINUTES
I. CALL TO ORDER
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza,and Member Haugen were present.Also present during the
meeting were:Mayor Pete 6.lewis, Public Works DirectorDennisDowdy, Ciry EngineedASSistant
Director Dennis Selle, Utilities Engineer Dan Repp,Tra�c Engineer Pablo Para, Engineering Aide
Amber Mund,:Pr,oject.Engineer Robert Lee, Street Systems Engineer Seth Wlckstrom, Project
Engineer Jacob Sweeting, Project Engineer Leah Dunsdon, Principal Planner Jeff Dixon,
Environmental Protec[ion Manager Chris Andersen,Communications Manager Dana Hinman,and
Public Works Secretary Jennifer Rigsby.
Membersof the public in attendance included: Stuart Elway, Elway Research Inc.,Terrence Danysh,
Partner, Dorsey&Whi[ney LLP representing the Robertson PropeAies Group(RPG),and Wayne
Osborne.
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 Public
Works Committee Meeting minutes for date,July18, 2011, as amended.
Member Haugen requested that Section IV, Item C,1ast paragraph.be amended to reflect that
Assistant Ciry Engineer Gaub indicated that the Project No. CP0922 did come in under
budget..
Chairman Wagner suggested tfiat the minutes be changed to read"...Assistant Ciry Engineer
" Gaub answered that the project did come in under budget,the final pay amounts are being
processed and action on tliat payment will go to the Downtown Redevelopment
Committee."MemberHaugen agreed.
After review of the recording by staff;the minutes were revised to read"Assistant City
- Engineer Gaub answered that the final pay estimate i5being processed and ft will go through
the Downtown'Redevelopment Committee when ifis finalized. Gaub stated that she does not
know what the finai number is but the Capital Project Status Report reflects the current
estimate."
Motion Carried Unanimously.3-0.
B. Right-of-Way Use Permit No. 11-13 (Mund)
Councilmember Peioza moved and Councilmember Haugen seconded to Approve Right-of-
Way Use Permit No. 11-13 for The Auburn Downtown Association for the Wine and Music
Festival.
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Engineering Aide Mund,explained that The Aubum Downtown Associatlon(TADA) hasapplied
for a RigM-of-Way Use permit to use portions of the Ciiy Right-of-Way to hold a new everrt,the
Wine and Music Festival.TADA has requested to use the B Street Plaza,portions of Main
Street,and TADA is wo�king with the City to use the Ciry HallPlaza,the Park Plaza, and the B
Sheet Parking Lot.
Chairman Wagner asked if there needed to be specific conditions included to allow space for
Girl Dog Inc. hotdog vendor.'Engineering Aide Mund answered that the owner of Girl Dog Inc.
is part of TADA, but special conditions can be included. Chairman Wagner stated that if the
vendor is a member of TADA,the special conditions will not be necessary.
Member Haugen voiced her concern about use of the parking lot on B Street NE and the
pedestrian.conditions of the lot.
Motion Carried Unanimously.3-0.
C. Right-of-Way Use Permit No. 11-14(Mund)
Councilmember Peloza moved and Councilmember Haugen seconded 4o Appeal Right-of-
Way Use Permit No. 11-14 for the Auburn Good 01' Days Festival and Fun Run.
Engineering Aide.Mund stated that Aubum Good OI' Days has applied for their annual Right-
of-Way Use Permit. Mund distributed an additionai map, indicating the location of Girl Dog
Inc.,the hot dog vendor.
Chairman Wagner asked if the Fun Run route is,the same as in predious years. Engineering
Aide Mund answered thatlhe route is slightly different than last year'sbecause in 2010 there
was construction on F Street and changes to the route had to be made, but the route is the
same as those used prior to 2010.
EngineeringAide Mund pointed out the locations where golice will:be present using the
Auburn Good OI' Days Fun Run map, following a question asked by Chairman Wagner.
Vice-Chair Peloza asked wheFe the Fun Run will start.'Engineering Aide Mund iderrtified the
starting location of the Fun Run, near the intersection of E Main Street and G Street SE.
Member Haugen voiced her concern about use of the parking lot on B Street NE and the
pedestrian conditions of She lot.
Motion Carried Unanimously.3-0.
D. Public Works Project No. GP1109 (Lee)
Councilmember Peloia moved and Councilmember Haugen seconded to Approve,to grant
permission to initia4e ProjectNo. CP1109, 2011 Storm Pipeline Repair and Replacement.
Chairman Wagner asked if the slide gate, includeii in Phase 1 of the projecYs scope, is
manually operated.Project Engineer Lee answered that staff,is able to use a drill to operate
the gate.
Chairman Wagner asked how staff dstermines when the gate needs to be opened. Lee
answered that the purpose of the gate is to isolate fhe upstream poNon of the:storm drain pipe
to allow it to be cleaned. Standard procedure is 40 open the gate once a month 4o keep it in
working order,but the gate is not actually in use uniess needed for cleaning.Assistant
DirectodCity Enginee�Selle stated tFiat the gate can also be used for flood conVol by stopping
the water from coming back from Mill Creek, allowing for the installation of a portable pump,
but the main purpose it to aliow for maintenance of tfie storm pipe.
Assistant Director/City Engineer Selle responded to a question asked by Vice-Chair Peloza
regarding the use of the gate during the City's last storm event.
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Motion Carried Unanimously.3-0.
E. Public Works ProjectNo. CP1102 (Wickstrom)
Councilmember Peloza moved and GouncilmemberHaugen seconded to Approve to
recommend that City Council award Contract No.11-10 to Puget Paving and Construction on
their low bid of$1;259,845.00 for Project No. CP1102,2011 Arterial and Collector Pavement
Preser4ation.
Chairman Wagnerasked if there would be funds available to include patching on M Street in
the scope of the project; as tiiscussed by the Committee at previous meetings. Street Systems
Engineer Wickstrom answered that the entire budget for the project will 6e spent and work in
some of the areas inthe:projecYs scope wili be scaled back to make it possible to include
some of the requested pafching on M Street SE to be added to the scope.
Assistant DirectodCityEngineer Selle stated that there is flexibility within every street location
included in the scope of the;project and staff will be monitoring work closely to ensure that a
portion of M Street SE can be included.
Vice-Chair Peloza asked if the condition of M Street SE, south of Main Street, is in worse
condition that E MainStreet. Street Systems Engineer Wickstrom answered that M Street SE
needs to be rebuilt but the condition of the roadway is the worst at the
intersections. Wicks4rom stated that he is proposing the areas at the intersections be patched
at this time.
The Committee and staff discussed how work could be managed to indude the patching on M
Sheet SE.
Director powdy reminded the Committee that there are plans to stripe E Main Street for
bicycleaand staff hadhoped to get the roadwayinto better condition prior to striping.
The CommiHee and staff reviewed the project vicinity map, number 4 of 5,which identifies the
proposed patch areas on M Street SE.
Motion Carried Unanimously. 3-0.
III. RESOLUTIONS
A. Resolution No.4714(Sweeting)
A Resolution of the City Council of the City of Auburn,Washington, Dedicating Property
Acquired by the City of Auburn for the M Street Underpass Project as Right-of-Way
CounalmemberPeloza moved and Councilmember Haugen seconded to Approve to
recommend that the City Counoil adopt Resolution No.4714.
Project Engineer Sweeting explained thatihe properties listed in the resolution have been
acquired by the City and now need to be officially dedicated as City Right-of-Way.
The Committee and Project Engineer Sweetlng reviewed the aerial map identifying the
properties.
Project Engineer Sweeting answered a question asked by Chairman Wagner regarding the
width of the Right-of-Way near600 M Street SE. Sweeting stated that King County Housing
Authoriry preferred to have a square property line,creating the change in RigM-of-Way
width. Sweeting explained that some of the RigM-of-lNay also varied in width due to efforts
made to protect some of the trees along the roadway.
Motion Carried Unanimously. 3-0.
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B. Resalution No.4732 (Sweeting)
A Resolution of the Ciry Council of the City of Aubum,Washington, Authorizing the Mayor to
Auvard and Execute an Agreement with the Lowest Responsible Bidder for Construction of
Public WorksContractNumber 11-11 for Project CP0916, West Valley Highway Improvements
CouncilmemberPeloza movetl and Councilmember Haugen seconded to Adopt to
recommend that the City Council adopt Resolution No.4732.
Rroject Engineer Sweeting reported thatbids for the project are being accepted on Thursday,
August 4, 2011 and in order to complete the project this year, staff needs the contract to be
awardeti before the next scheduled Rublic Works Committee Meeting, August 15, 2011.
Mayor Lewis assured the Committee that if the lowest responsible bidder is not withih the
projectbudget,the contract will not be awarded,foliowing questions asked by Chairman
Wagner.
Vice-Chair Peloza asked how long West Valley Highway will be closed. Sweeting answered
that the road closure is anticipated to begin the last week of August and end the third week of
October, a 45 calendar day closure.
The Committee and Project Engineer Sweeting discussed the detour route. Sweeting stated
that there wiil be variable message boards on SR167,noith of 15th Street NW;and on SR18,
to try and keep commuting traffic on the state routes.
Mayor Lewis spoke about the positive response from the publiarecognizing the need to
complete the project even,though the temporary road dosure is inconvenient.
Motion Carried Unanimousty.;3-0.
C. Resolution No.4735 (Dunsdon)
A Resolution of the City Gouncil of the City of Aubum;Washington,Authorizing the Mayor and
City Clerk to Negotia4e and Execufe an Interlocal Agreement with the Muckleshoot Indian
Tribe to Design and Construct Improvements to the Auburm Way South Corridor Between Fir
Street SE and Hemlock Street SE
Councilmember Peloza inoved and Councilmember Haugen seconded to Approve to
recommend that the City Council adopt Resolution No.4735.
There were no questions from the Committee. Chairman Wagner commented that he is
pleased with the agreement:
Motion Carried Unanimously.3-0.
D. Resolution No.4736 (Dunsdon)
A Resolution of the City Council ot the City of Aubum,Washington, Authorizing the Mayorto
Accepf a Grant from the Washington State Transportation Improvement Board for
Improvements to the Aubum Way South Corridor Between Fir Street SE and Hemlock Street
SE
Councilmember Peloza moved and CouncilmemberHaugen seconded to Approve to
recommend that the Cify Council adopf Resolution No.4736.
There were no questions from tHe Committee.
Motion Garried Unanimousiy.3-0.
IV. DISCUSSION REMS
A. Auburn Gateway Project Briefing (Dixon)
Discussion of Item A occurred following discussion of Item B.
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Principal Planner Dixon explained that the purpose of the discussion is to talk about the
extension of previous Ciry.Council approvals. DixonJisfed the materials that were included in
the Pubiic Works Committee Meeting agenda packet.
Rrincipal Planner Dixon provided a background summary of theAubum Gateway Project to
the Committee. For the lasf several years,the City of Aubum has been negotiating with
Robertson Properties Group(RPG) on future development of approximately 60 acres located
in tlie,northern part of the City, referred to as the Au6um Gateway Projec[.The negotiations
have included the preparation of Environmental Impact Statement (EIS)documents,
amendmeMs to the Cify's Comprehensive Plan and Zoning Code, preparation of a draft
Developmerrt Agreemerit (DA)and preparation of a draft Pianned Action Ordinance.
Dixon explained that the zoning map and iext amendments,the Comprehensive Plan map and
fext amendments, and the Special Area Plan wereprovisionally passed by the City Council in
2008 and were extended in August 2010 for one year.The extension expires on August 31,
2011 and staff is seeking for the Council to extend tfiat time for a limited period of time (4
months) because significent prog�ess hasbeen made on the policy and decision documents
which staff anticipates presenting to the City Councifbefore the end of the year. Dixon pointed
out that the designations do no4 become permanenf until the Ciry Council approves a
Development AgreemeM.
Principal Planner spoke about the progress that staff hasmade working with RPG to complete
required studies, negotiations and documentation that wouldprovide the City Council with
policy making opportunities that would aid in the phased development of the Auburn Gateway
Project.
Dixon reviewed the reasons why an addendum to the original EIS is necessary.The EIS
addendum is now nearing compietion;the oniy remaining portion is the traffic analysis.
Additional progress that has been made is related to drafting a De4elopment Agreement(DA)
tobe brought fonyard that can carry a favorable recommendation to the City Council. A key
component of the DA is to include architectural and eke design standards to demonstrate that
the development will be high quality.
Principal Planner Dixon explained that Exhibit 2 has been provided to the Committee for
review of specific information about Development Agreements, such as what the provisions
are allowed under the State law, how the City has approached agreements under its
regulations, and the typical key elemerrts of Development Agreements. Dixon spoke about
previously repealed City Code that related to Development Agreements. Dixon explained that
at the time of repeal there were two projects that were yested to the ability to go through that
process and a Development Agreement is a voluntary agreement that the City Councii can
choose to enter into but RPG wasvested to make an application for the agreement.
Principal Planner Dixon addressed questions asked by Mayor Lewis pertaining to the actions
that can and can not be taken bylhe City Council, in regards to entering into a Development
Agreement, if the continued cbnditional effectiveness of the Comprehensive Plan and zoning
to the Auburn Gateway Project is not extended qast August 31, 2011.The question was
answered that without the aty's specific code provisions for development agreements, state
law provides general provisions for development agreements that could be requested.
Dixon reviewed the key elements of the former Auburn City Code Section 1421 which
generally provides that a development agreement can allow greater flexibilityin the
development standards of the existing zoning districts in exchange for public and community
benefits. The code specifie§tfiat the City may consider a development agreement for a
nonresidential or mixed use project in areas designffied for office, commercial, industrial or
institutionaf use in the Comprehensive Plan or in a designated speciah plan area.
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Prinapal Planner Dixon summarized the Summary of a Planned Action Ordinance (PAO)for
the Committee(Exhi6it,3).The PAO is a mechanism under the State Environmental Policy Act
(SEPA)whereby by designating a project as a planned action,where an EIS has been
prepared, ernironmental review of a project can be more streamlined at the later project stage.
Staff is also working on an update to the NE Auburn Special Area Plan that was previously
adopted. Staff is proposing to make the update part of the annual Comprehensive Plan
amendment process.The changeswould be presented to the council prior to the end of the
year.
Principal Planner Dixon responded that the City has determined that RPG has submitted an
application that was sufficient for processing so RPG can operate under the repealed codes
but the DA is still a voluntary contract that the Ciry Council can choose to enter into that
process or,not in response to questions asked by Chairman Wagner regarding Exhibit 2:
Summary of a Development Agreement. Planning Director Snyder added that would apply
under tHe previous regulations repealed by Councii or the existing State statute, entering into
a Development Agreement is a voluntary action of the City Council. Mayor Lewis responded to
questions asked by Chairman Wagner about insurance issues reiated to Development
Agreements.
Assistant City Attomeyanswered a question asked by Chairman Wagnerregarding what
provisions may be induded inaDevelopment AgreementShat would prevent a developer from
taking legal'action against the Ciry. Grossspoke primarily.about clarifying the terms of a
Development Agreement prior to entering into the agreement.
Chairman Wagner indicated thaTin past instances of deve,lopment agreements he had not
seen a listing of the flexibility requested and the community benefits accruing and asked
Principal Planner Dixon that a list of flexibility requested and benefits accruing be included in
any agreement.
Mayor Lewis asked the Committee ff they had any concems regarding building height in the
proposed Auburn Gateway Pioject area. Chairman Wagner stated that he personally has no
concems. Vice-Chair Pelozaagreed that he also did not.have concems. Member Haugen
stated that she had some concems.
The Committee had no additional questions.
B. Citizen Survey Results (Hinman)
Mayor Lewis asked that Item B be discussed prior to Item A.
Stuart Elway from Elway'Research Inc. presented the results of the 2011 City of Aubum
Citizens'Opinions of Ciry and City Government survey to the Committee.
Mr. Elway explained the reason for weighing the data for renters versus the data for
homeowners and described tfie methods used to collect the data, in response to a request
from Chairman Wagner. . .
Mr. Elway reported thathis staff called between approximately 4,000—5,000 residents, spoke
with approzimately 1,000—1,200.residents and 500 residents agreed to be interviewed.Of the
500 adult heads of household that were interviewed,there is a margin of sampling of error of
4.5%so the results of 4he survey are within 4.5%�of the results if every resident had been
interviewed. Mr. Elway reviewed the respondenf profile with the Committee.
Mr. Elway stated that the conolusion of the survey is that Aubum residents continue to have
generally a positive perception;of City govemmerrt.The ratings of Ciry amenities increased
and there is a greater appreciation for Aubum's strongest attributes, which included
atmosphere and location.
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Mr. Elway reviewed the detailed survey results with ttie Committee.
Chairman Wagner asked how the results of the survey will be presented to the Auburn
Reporter. Mayor Lewisanswered that he had met,with tfie reporter from the newspaper,
Robert Whale, and provided hiin with a copy of the survey.
C. Aubum Environmental Park- Parking Plans (Andersen)
Director powdy explained to the meeting attendees that the subject of the Auburn
Environmental Park (AEP) parking plans is a subject that would normally be reviewed by the
Planning and Community Development Committee (PCDC) however the subject was included
on the Publio-Works Committee Meeting agendaat the request of Chairman Wagner.
Chairman Wagner spoke about the limited boardwalk trail-head parking currentlyavailable on
Western Avenue and the need to provide parking on Main Street.
Environmental Frotection Manager Andersen provided background information on the current
Aubum Environmental Park (AEP) Boardwalk Project.TFie project is funded, in part, by a grant
from the State.The grant funds are for the building of the boardwalk,the planting of native
trees and shrubs at the margins of the AEP along SR167, but the grant did not fund parking
facilities.Andersen explained that the current parking facility is a three stall gravei lot on
Western Avenue that serves the AEP Birding Towe�:.Andersen stated that usage of the lot
tends to be light so in anticipation of the increase in usage of the Birding Tower and
boardwalk, staff has been looking at options 4hat may accommodate the additional parking
demand.
Environmental Protection Manager Andersen said that staff has looked at ways to expand the
existing parking facility on Western Avenue utilizing upland areaslhat do not include
wetlands. Andersen stated that staff will be expanding the current parking faciliry to add four
additional stalls as part of the current boardwalk project.
Planning Director Snyder assured that Committee that staff has been working with the
Planning and Community Deveiopment Committee on parking for the AEP.
Development Review Engineer Truong reviewed an ae�ial map of the AEP with the
Committee.Truong identified-the current parking area and explained that staff is proposing
expanding fhe lot to a four foot wide bicycie area,four additional parking stalls,one being van
accessible.Truong stated that staff is also developing a monitoring program for the lot to
determine usage.
Chairman Wagner stated that parking may still be needed along Main Street. Member Haugen
suggested the addition of wayfinding signs for the AEP to increase usage of the park and
Birding Tower.
Mayor Lewis stated that improving the existing parking,the addition of signage,and
monitoring the parking with be a staged process and the construction of the boardwalk is the
beginning of the process.
Chairman Wagner commented that he feels parking on Main SVeet is still needed at this time,
possibly needed more than ttfe parking expansion on Western AJenue due to the higher
Visibility on Main Street.
Assistant Director/City Engineer Selle stated that the City is working on updating the Master
Plan for the AEP and followingan update, staff can look strategically at where parking should
be ultimately Iocated. Selle stated that staff wilF lookto see if 1he�e is capacity for designated,
parking on Main Street and/or ffie feasibiliry of a separate parking facility in tFie vicinity of the
Main Street trail-head.Assistant DirectodCity Engineer Selle also spoke about the
opportunities to add parking along Western Avenue.
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Chairman Wagner spoke about the benefits of people entering the AEP from Main Street
versus Western Avenue:
Mayor Lewis explai�ed that staff will be moving forward with the parking facility expansipn on
Western Avenue and spoke about future plans to inpreasing the AEPvisibility from Main
Street. Environmentai Protection Manager Andersen pointed out that there will be entrances to
the boardwalk on both Main Street and Western Avenue and there will be entry signage at
both entrances in addition to wayfinding signs, as mentioned by Member Haugen.
Member Haugen asked if staff has received feedback from any of the bird watching groups
that use the AEP. Mayor Gewis.stated that therehas been positive feedback and input from
bird watching groups regarding the boardwalk project.
The Committee and staff continued discussing parking.The Committee asked staff to evaluate
the cost of addingparking on Main Street.
D. Capital Project Status Report(Selle)
Item 12—C524A—SCADA System Improvement: Ghairman Wagnerasked for clarification of
the project status.Assistant DiredoNCity Engineer Selle briefly explained the preliminary
design efforts Mat have been completed to date and the current design work that is ongoing.
Chairman Wagner spoke about the length of the project and the potential for overrun of the
budget and/or lack of performance. Assistant DirecfodCi4y EngineerSelle responded that staff
has utilized this time to the advaritage of the City aliowing detailed coordination with the City's
consultant and the IS Department to take place in an effort to provide a more wst effective,
efficient, and reliabie SCADA system.
Chairman Wagner requested a project update in late 2011.
Item 3—CP0920—2009 AC Water Main Replacement:Assistant Director/City Engineer Selle
provided a definition of a punchlist at the requesYOf Member Haugen.
Item 19—CP0803—37th StreetSE/R Street SE Pedestrian Connector.Assistant Director/City
Engineer Selle confirrtied that tlie bid opening is still sahedtiletl for the current week, in
response to a inquiry from Vice-Chair Peloza
Item 29—CP1024—Aubum Wav S and M Street SE Intersection Improvements:Chairman
Wagner asked how the publio is being notified of the pentlirig restrictions of left turn
movements at the 17th StreeYSE/M Street SE intersection. Assistant DirectorlCity Engineer
Selle stated the notified process includesadvanced placement of a message sign, a spedfic
notice to the neighborhood,a general press release, and a posting on the City's website.
Item D—M50802—Aimort Re-roofrVice-ChairPeloza reported that the AirportAdvisory
Board is still trying reviewing the project.
Vice-Chair Peloza asked about the timing at the traffic signal at the 3rd Street NE/Auburn
Avenue intersecfion. Assistarrt Director/Ciiy Engineer Selle spoke about how the timing of the
individual signal may nof seem appropriate, but in part;the timing of this signal is impacted by
other nearby signals in an attempt to provide efficient signal progression along the Aubum
Avenue corridor. Selle stated that staff is still investigating the timing concem raised at this
location.
V. ADJOURNMENT
There being no further business to come before the Public Works Committee,the meeting was
adjourned at 5:26 p.m.
Approved this 15th day of August, 2011.
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� �'-�'''`--
Rich Wagner ennifer gsby
Chairman Public Works Department e etary
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