The URL can be used to link to this page

Home My WebLink About04-02-2012 * Public Works Committee CITY OF' ��` � . �j April 2, 2012 - 3:30 PM �i_ Annex Room 2 °wnsHtNCron± MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting 30 order at 3:30 p.m. in Conference Room #2, located on the second floor of Auburn Gity Hall, One East Main Street, Auburn, Wasfi'ington, 980(j2. A. Roll Call Chairman Wagner; Vice-Chair Bill Peloza, and Member Osborne were present. Also present d_u,ring the meeting were: Mayor Pete Lewis, Council Mem6er Largo_Wales, City EngineeNAssistant Director Dennis Selle, Assistant Ciry Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Engineering Aide Amber Mund, Finance Director Shelley Coleman, Financial' Planning Manag_er Martin Chaw, Planner Stuart Wagner, Planning Manager'Elizabeth Cham6erlain, Public Works Secretary Jennifer Rigs6y;. Lisa Harmon from Girl Dogs Inc., and c'itizen Scot Pondelick. , B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. 11. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember Osborne seconded to approve the Public Works Committee Meeting minutes for March 19, 2012, as amended. Vice-Chair Peloza xequested that the minutes be amended, on page 5 of 10, to include the sfatement, "Mayor Lewis requested additional information from Vice-Chair PelQza relating to V.A. �eplacement of ramps for veterans." Chairman Wagner pointed out that ''Veterans' Association" should be corrected to read "Veterans' Administration." Motion Carried Unanimously. 3-0. Page 1 of 8 B. Right-of-Way Use Fermit No. 12-10 (Mund) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-Way Use.Permit No. 12-10 for the Parks, Arts and Recreation Department Clean Sweep 2012. Engineering Aide Mund explained that the Parks, Arts and Recreation Department haVe applied for their anrival Right-of-Way Use Permit for Operation Clean Sweep to close Main Street from A Street NW/SW to Auburn Way. Engineering Aide Mund stafed that the intersection at E Main Street and A Street SE/Auburn Avenue will be closed until the conclusion of the sweep, as it has been in years pas#, in response to a question asked by Chairman Wagner. Member Osborne asked if the promenade and plaza area can be used for the event instead of closing N Division Street from W Main Street to 1 st Street NE. Assistant Director/City Engineer Selle said that in the future the promenade will be able to be utilized more but because construction is not completed, it will not be used this year. Motion Carried Unanimously. 3-0. C. Right-of-Way Use Permit No. 12-11 (Mund) CouncilmemberPeloza moved and Councilmember Osborne seconded to approve Right-of-Way Use Permit No. 12-11 for Girl Dog Inc. Hotdog Stand. Vice-Chair Peloza asked if the owner was going to be operating year- round. Mayor Lewis answered that was tfie goal,thaYthe owner is working toward. Engineering Aide Mund introduced Lisa Harman, owner of Girl Dogs Inc. Ms. Harmon confirmed that she is working toward being open year-round. Vice-Chair Peloza asked if last year was fruitful for the business. Ms. Harmon answered that the year was successful and Engineering Aide Mund distributed a report about the business, prepared by Ms. Harmon, to the Committee. Ms. Harmon stated that she did participate in the Auburn International Farmers Market last year and will participate in each market day this year, in response to questions asked by the Committee. Ms. Harmon responded to questions asked by Member Osborne regarding her original permit application. Page 2 of 8 Chairman Wagner asked if the business was at the City's 4th of July event. Ms. Harmon answered that she was not at the event. Motion Carried Unanimously. 3-0. III. DISCUSSION ITEMS A. Ordinance No. 6406 Proposed Amendments to Section 18.56.025 - Real Estate Signs (S. Wagner) Planner Wagner provided a background summary for Ordinance No. 6406 which proposes amendments to Section 18.56.025 of the Auburn City Code which pertains to real estate signs. Planner Wagner stated that the Planning Department staff held workshops with the Planning Commission and on March 6, 2012, there was Public Hearing. It was staffs' recommendation to continue the interim sign controls that Council approVed'in 2011 via Ordinance 6360 and the Planning Commission concurred. The interim sign controls will be effective through April 21, 2013, upon introduction and approval of Ordinance No. 6406. Mayor Lewis spoke about the real estate signs that have been posted in the Lakeland Hills area over 4he years, in response to a question asked by Chairman Wagner regarding whether or not the Planning Commission discussed how to possibly control the content of real estate signs to ensure the signs' legitimacy. Mayor Lewis stated that since the primary development areas that would be affected by the continuation of the sign controls are the very north and south ends of the City, he did not see a problem with the eztension given the history of sign placement in developing areas. The Gommittee and staff discussed the difference between informational real esfate signs and, other types of signs. Planning Manager Chamberlain stated that the Planning and Commu.ni.ty Development Gommittee agreed to extend the sign controls without makiog changes to avoid having to regulate the existing signs that were allowed by the o�iginal code change. Chairman Wagner and Mayor Lewis discussed the functionaliry of the signs. Planner Wagner responded to questions asked by Vice-Chair Peloza regarding sign code compliance. Vice-Chair Peloza spoke a6outthe economic benefit of allowing the extension of the sign controls and spoke in favor of extending them for an additional year. Chairman Wagner spoke about methods of responding to mass Page 3 of 8 communications regarding particular signs, such as the Lakeland Mills residents' concerns about the real estate signs, and preparing responses. Member Osborne asked what party is advocating for the extension of the sign controls. Mayor Lewis answered that primary advocates are the large developers. Planner Wagner stated that the signs do steer traffic to the developments, in response to questions asked by Member Osbome. Planner Wagner outlined the sign permit application process in response to a question asked by Member Osborne. Chairman Wagner commented on flashing changing message signs that maybe violating City Code and asked if the Planning and Community Development Gommittee (PCDC) is planning to review the section of the code addressing message signs. Planner Wagers answered that PCDC does not currently have plans to review the code. Staff will examine some existing signs that maytie in violation of'the current code. B. Utility Rate Study Update Alternative Scenario (Coleman) Finance Director Coleman presented the Committee with an altemative to the increase in utiliry �ates previously brought to the Committee for review. The alternative scenario includes;increasing the water and storm utiliry rates more than previously suggested in order to carry the debt service for the sewer utiliry in order to reduce the proposed increase to sewer for 2012. Finance Director Coleman stated that the alternative scenario proposes a 11.5% rate increase for all utilities in 2012, compared to the original proposal of an 8% increase for the water utility, 2.5% storm utility increase, and a 33% sewer utility increase. Also included is a proposed future annual (2013-2017) 2.5% increase in the water utility, 1:5% increase in the storm utility, and 5% in the sewer utility. The $12M interfund loan from the water and storm utilities to the sewer utility would have a 3 year repayment plan. Vice-Chair Peloza asked_if the 11.5% increase would cover the City's utility costs. Finance Director Goleman an5wered forwater and storm the increase would cover the costs and for sewer the 'increase may or may not cover the costs and tfie sewer utility may need to borrow funds from the other two utilities. Finance DirectorColeman explained wfiy the recommended increase for the sewer utiliry is higher than the other two utilities, in the original proposal; at the request of Vice-Gfiair Peloza. Vice-Chair Peloza asked at whattime staff realized that the cost of the Page 4 of 8 sewerutility was disproportionate to the costs of the water and storm utilities. Finance Director Coleman answered in 2011 . The Committee reviewed the graph demonstrating the Sewer Utility Revenue Requirements 2012-2017. The Committee and staff reviewed the Combined Debt Service Coverage _ _ Before and After Rate Adjustments graph: Finance Planning Manager Chaw answered questions asked by Chairman Wagner regarding the debt service coverage requirements. The Committee and staff discussed the need to provide more debt service coverage than #he amount required, which is 1.25. Chairman Wagner pointed out that in comparison to nearby jurisdictions; the City's rates are lower. Mayor Lewis suggested providing the comparison to utility customers. Chairman Wagner agreed. Chairman Wagner spoke about the possibility of customers not noticing the rate increase for alFthe utilities, but instead focusing on just the water utility increase. Member Osbome commented that not all utility customer are the same and pointed out that there are many customer w.ho are not on sewer and are on City water. Member Osbome explained that in tfie alternative scenario the water utility rates will be increasedto cover tlie sewer util'ity, a utility which not all water customers use. Member Osborne stated that this was one of the reasons he supports the original plan over the alternative one. Member Osborne spoke about how the alternative scenario will also affect the different categories of water utiliry customers.. The Committee and"staff discussed the number of water only customers, 15,000, versus those who are sewer customers, 13,000. Member Osbome spoke in favor of the original plan and against borrowing funds from the water and storm utilities to cover the sewer utility, especially since the predications �ega�ding the future strength of the sewer utility are not certain. Member Osborne and the Committee compareii the original plan increases to the ones outfined'in the-alternative scenario. Finance Director Coleman explained that there are two fundamental differences between the original plan and the alternative, following a request from Vice-Chair Peloza. _ Vice-Chair Peloza spoke in favor of the original plan that was recommended Page 5 of 8 by staff and presented to the Committee at past meetings. Finance Directoc Coleman answered questions asked by Member Osbome regarding bond issuance and debt serVice. The Committee, Mayor Lewis, and Finance Director Coleman discussed how to include the inter-jurisdictional uYility billing comparison with customers' utility bills. After discussing the alternative scenario and comparing it to staff's original recommendations the Committee supported moving forward with the original recommendations for utility rate increases. Chairman Wagner told Finance Director Coleman that he and Member Osborne have been preparing their comments on the.Cost of Service study spreadslieet and will be su6mitting it to her. Chairman Wagner stated that he would like the Cost of Service study be complete by the end of the year so adjustment can Lie made the utility rates, if the study justifies changes. C. Capital Project Status Report (Gaub) Item No. 4— CPi Q05—South Division_Street Promenade: Vice-Chair Peloza commented that he is pleased the project is under budget. AssistanTCity Engineer Gaub stated that the only reason the project is moving more slowly is because of the weather conditions, in response to a question asked by MemberOsbome: Assistant Ciry Engineer Gaub explained that in order to p"ut the pavers down, a higher temperature level and low humidity level is required. Vice-Chair Peloza asked if the pavers will be completed by the ribbon cutting ceremony on April 12, 2012. Assistant City Engineer Gaub answered that they will not; however, the Contractor is attempting to complete as much as the weather will allow by #he ceremony. Item No. 11 — CF1116—Downtown Pedestrian Light Replacement� Vice- Chair Peloia asked if the project is on schedule. Assistant City Engineer Gaub answered that it is; work is going to-begin the week of April 16th. Assistant City Engineer Gaub,stated that the project competition date may be extended into May, and that depends on how many lights can be completed each day but the work should proceed quickly. Item No. 12 — C201 A — M Street SE Underpass: Member Osborne asked if there had been a stop wqrk.order issued on the project. Assistant Ciry Engineer Gaub confiimed that there was not a stop work order issued. Gaub ezplained that there is wo:rk that needs to be done by the contractorprior to them being able to disturb the ground in order for them to Page 6 of 8 be in compliance with state permits that are required for the project. Item No. 15 CP0909 — Academy Booster Pump Station• Member Osborne asked about the change in completion date. Assistant City Engineer Gaub answered that there are delays due to complications in obtaining an easement which requires additional design work and this will push out the bid date and in turn delay the completion date. Item No. 21 — CP1206--2012 Pavement Patching Chip Seal and Overlay Pro�ect: Assistant City Engineer Gaub explained that the $200,000 SOS funds are partof the 2012 budget, in response to a question asked by Member Osborne. The contract for CP1206 combines the overlays and patching for the SOS project with the patching work planned on the arterial roads in'order to get a better, more competitive bids. Item No. 27 — CP1024 =AWS and M St�eet SE Intersection Improvements: Assistant Gity Engineer Gaub stated that the project has partial funding and staff'is currently working on preliminary design for the . improvements and putting together some cost estimates which is anticipated to be completed this year,`in response to a question asked by Chairman Wagner. Construction of the improvements is dependant ot funding and will not likely occur this year. ' Item No. 30 — C512A — Well 4 Improvements: Gaub responded that the project is currently on hold and will update ttie project information accordingly in response to a question from Membec Osborne. Item No. 33 — CP1121 — 2011 Local Street Pavement Preservation — Phase 2: Vice-Chair Peloza asked when work on H Street will begin. Mayor Lewis answered that work will begin this construction season. Assistant City Engineer Gaub stated that the contractor is working at two locations at a time. Currently work is being done on 3rd Street SW and 2nd Street NE and when those locations are complete the contractor witl move on to the next two locations. Item D — CP1006 — Fenster Levee Project: Assistant Ciry Engineer Gaub stated thaf the current estimate for the project is$1.2M and there is current grant funding and otherCity funding sources that total $639,100.00. Assistant City Engineer Gaub stated there is an additional $300,000.00 from WIRA 9 but that still needs KCD approval. Item B — CP1115 —Ciry Hall NW Plaza Im�rovements: Member Osborne asked what improvements need to be made to the ADA ramp. Assistant City Engineer Gaub stated that the current grade of the ramp, without � landings, does not meet current ADA standards. Similar upgrades were made to the south side of City Hall last year. Page 7 of 8 D. Activities Matrix (Dowdy) Item E — Potential ROW Purchase on NE'comer of 104th & 8th NE Intersection: Chairman Wagner asked that tlie item be removed from the matrix since there is no reason to purchase the property. Assistant City Engineer Gaub explained why staff determined there is no need to purchase the ROW near the intersection, following questions asked by Member Osborne. Item F— Cascade Water Alliance and/or Tacoma Public'Utilities Water Furchase Agreement: Assistant DirectoNCity Engineer Selle said the agreement is totally separate from the Cost of 8ervice Study, in response to a question asked by Chairman Wagner. Assistant Director/City Engineer Selle said the item would be brought back to the Committee for discussion in either April or May. ltem A — Harvey Rd Sidewalk Repair• Assistant DirectodCity Engineer Selle sugge.sted removing Item A. The trees have been removed and temporary sidewalk installed. The permanent sidewalkwill be put in as part of the2012 Sidewalk Replacement Rrogram, which is tracked on the Capital Project. Sfatus Report. The Committee agreed. E. Additional Discussion Chairman Wagner asked who received the Notice of Road Closure which was distributed to the Committee on Friday. ASsistant City Engineer Gaub answered the residents and businesses in the general area of the project received the notice and similar information is published on the Ciry's website. The notice also went out to the school district, fire, police, the press, and other public agencies. The Committee and staff discussed the possibility of publishing the notice and map in the Auburn Reporter. IV. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourried at 4:44 p.m. Approved this 16th day of April, 2012. � r^'��'1�-v--_ , Rich Wagner -- 9ermifer by Cfmicman Public Wmks ecretary Page 8 of 8