HomeMy WebLinkAbout07-16-2012 + * Public Works Committee
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July 16, 2012 - 3:30 PM
Annex Room 2
VJASHINGTON- 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, 98002.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were
present. Also present during the meeting were: Mayor Pete Lewis, Councilmember
Largo Wales, Public Works Director Dennis Dowdy, City EngineedAssistant
Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan
Repp, Traffic Engineer Pablo Para, Finance Director Shelley Coleman,
Community Services Manager Michael Hursh, Project Engineer Robert Lee,
Project Engineer Leah Dunsdon, Project Erigineer Kim Truong, Street Systems
Engineer Seth Wickstrom, Planning Director Kevin Snyder, Planning Manager
Elizabeth Chamberlain, Environmental Protection Manager Chris Andersen,
citizen Scot Pondelick, and Public Works Secretary Jennifer Rigsby
B. Announcements
Prior to Discussion Item K, Director powdy announced that the Transportation
Policy Board has recommended approval of grants of$560,000.00 for the overlay
of West Valley Highway frbm 15th Street NW and 37th Street NW and of
$1,020,700 for the Design and Right-of-Way funding for widening 277th Street,
be.tween Aubum Way N and the Green River Final award is pending approval by
the PSRC Executive Board.
C Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Approval of Minutes
It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the
Committee approve the July 2, 2012 Public Works Committee Meeting.
Motion 3-0.
B. Public Works Project No. CP1108 .(Lee)
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It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the
Committee recommend City Council grant permission to reject all bids for Contract
No. 11-14 for Project No. CP1108 2011 Citywide Storm Pond Cleaning.
Project Engineer Lee explained that there was only one bid received for the
project and the bid was approximately 80% greater than the Engineer's Estimate.
Lee stated that there were questions as to the nature of sediment that must be
removed from the underground storage tank at the Mill Pond Bioswale site, in
response to a question asked by Chairman Wagner
Chairman Wagner asked if the project specifications need to be changed p�ior to
the project going out to bid again. Lee said that the project will be repackaged and
a characterization of the sediment will be included in the project specifications so
there will be no questions as to how the contractor will need to dispose of it.
Motion carried 3-0.
C. Public Works Project No. CP1006 (Dunsdon)
It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the
Committee recommend the City Council approve Final Pay Estimate No. 14 to
Contract No. 11-05 in the Amount of 7,271.04 and Accept Construction of Project
No. CP1006 Lakeland Hills Reservoir 6.
Chairman Wagner asked about the cost of the mural on the tank. Project Engineer
Dunsdon answered that the cost of the mural was $11,000.00.
Motion carried 3-0.
III RESOLUTIONS
A. Resolution No. 4840 (Truong)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Award Contract No. 12-14 to the Lowest
Bidder for Project No. EM0902, Flood Control Barrier Removal
It was moved by Vice-Chair Peloza, seconded by Member Osbome, that the
Committee recommend the City Council adopt Resolution No. 4840.
Project Engineer Truong explained that the resolution authorizes the Mayor to
award the contract to the lowest responsible bidder Director powdy stated that
the bid opening is scheduled for July 17, 2012.
Motion carried 3-0.
IV DISCUSSION ITEMS
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A. May 2012 Financial Report (Coleman)
Mayor Lewis answered questions asked by Chairman Wagner regarding sales tax
projection figures.
vce-Chair Peloza, referencing page 41, asked if the amount for service fees is
covering the Ciry's wsts and if not, how much of the cost the City is
supplementing. Mayor Lewis stated that the amount the City supplements
varies. Mayor Lewis stated in Public Safety and Culture and Recreation the City is
close to full cost and in Development Services and General Govemment, Council
by its action, and with the support of the Administration, has reduced fees on
purpose. Chairman Wagner stated that it seems reasonable to subsidize some of
the cost of Culture and Recreation. Vice-Chair Peloza agreed.
The Committee and Mayor Lewis discussed the condition of REET
Member Osbome commented on Photo Enforcement being on budget.
B. Resolution No. 4837 (Faber)
A Resolution of the City Council of the.City of Auburn, Washington,
Authorizing the Modification of a Contract Previously Authorized with
the Passage of Resolution No. 4406 with Virginia Paquette for Public
Art at the Auburn Communiry Center at the Les Gove Community
Campus.
Chairman Wagner, as the Council liaison, reported that the Arts Commission fully
endorses this approach and is excited about the idea of tuming the lobby space at
the Community Center into an art disptay
Chairman Wagner excused himself to take a phone call. Member Osbome and
Vice-Chair Peloza discussed the renderings that the Les Gove Community
Campus Committee reviewed when the project was first proposed.
Chairman Wagner answered questions asked by Vice-Chair Peloza regarding the
storage of the artwork.
The Committee supported adoption of Resolution No. 4837
C. Ordinance No. 6418 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
Amending Chapters 17.09 and 17 10 within Title 17 Land Adjustments
and Divisions of the Auburn City Code
There were no questions from the Committee.
The Committee supported introduction and adoption of Ordinance No. 6418.
D. Ordinance No. 6419 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
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Amending Chapters 18.29, 18.31, 18.52, and 18.60 within Title 18
Zoning of the Auburn City Code
The Committee and staff discussed how the off-street parking requirements by
land use were calculated. Chairman Wagner asked if there are national guidelines
that staff uses. Planning Manager Chamberlain answered that staff reviews other
jurisdictions' codes regarding parking and staffs' experiences with parking to
determine the required parking rates.
Chairman Wagner spoke about the number of parking spaces required for large
retail and the amount of seemingly wasted developable land. Chairman Wagner
suggested the use of some more scientific methods to calculate the number of
parking spaces that large retail businesses actually need. Chamberlain pointed out
that there is a cap on how many spaces developers could go above the minimum
number of spaces.
Planning Manager Chamberlain discussed the flexibility regarding parking that has
been built into the new code.
Mayor Lewis and Chairman Wagner spoke about the history of the development of
the parking requirement standards and pointed out that if the standards were
developed using traffic impact fees and estimated traffic flows, that the standards
may no longer be accurate.
Planning Director Snyder confirmed that there are industry standards from a
financing perspective that establish how many parking spaces there should be for
certain types of land uses and those have to be balanced by what the market
requires.
Mayor Lewis suggested staff review the parking requirements and compare the
needs of Auburn with the national standards and bring their findings and
recommendations to the Committee for discussion. Planning Director Snyder
stated that staff will work on models where more productive parking pattems can
be encouraged.
Chairman Wagner pointed out that staff should also look at the parking rate
requirements for medical, dental and other doctors' offices as well as retail land
use types.
Planning Director Snyder answered questions asked by Member Osborne
regarding employee parking versus customer parking and how that affects the
parking requirement rates.
Member Osborne asked if access to transit affects parking requirements. Planning
Director Snyder confirmed that it does affect the requirements. Planning Manager
Chamberlain stated that a development must be within a quarter of a mile to
transit to utilize the reduction in parking allowed by code. Chairman Wagner
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suggested increasing the distance to half of a mile.
Chairman Wagner voiced his interest in making better use of the land in the City
The Committee supported introduction and adoption of Ordinance No. 6419.
E. Ordinance No. 6420 (Chamberlain)
An Ordinance of the Ciry Council of the City of Auburn, Washington,
Amending Section 19.02.050 of the Aubum City Code Related to
School Impact Fees
Planning Manager Chamberlain confirmed that no changes had been made to the
July 1, 2012 deadline, in response to a question asked by Member Osborne
related to the comments received by the school districts.
The Committee supported introduction and adoption of Ordinance No. 6420.
F Ordinance No. 6414 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
Amending Section 12.64A.030 of the Auburn City Code and Creating a
Section 13.40.040 and a New Chapter 17.28 of the Auburn City Code,
Relating to the Installation of City-Owned Improvements
Assistant DirectoNCity Engineer Selle stated that the design standard for conduits
is 3 inches, in response to a question asked by Chairman Wagner
Chairman Wagner asked about the ownership of the conduits once they are
built. Chamberlain answered that the City would own the conduits, as defined in
the ordinance. Chairman Wagner asked if the City could charge for the use of the
conduit. Mayor Lewis stated that would be under a franchise agreement and not
Ordinance No. 6414
Planning Manager Chamberlain confirmed that a reference to the Engineering
Design Standards would be included in Title 12, in response to a question asked
by Chairman Wagner
Mayor Lewis addressed concems voiced by Member Osborne regarding future
need for conduit.
The Committee supported introduction and adoption of Ordinance No. 6414.
G. Resolution No. 4835 (Snyder)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Negotiations and Execution of a Contract for Non-
Profit Facilitator Services with the National Development Council for
the Auburn Community Center at the Les Gove Community Campus
Planning Director Snyder distributed a memo which addressed questions from the
Les Gove Community Campus Committee regarding cost. Director Snyder
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explained that the National Development Council representatives identified fhat a
number of the Committee's questions cannot be answered at this time due to their
level of detail. Director Snyder stated that further into the process and once NDC
is engaged with warking with the City, the questions can be answered. Mayor
Lewis stated that NDC will be working with him and Finance Director Coleman
regarding analysis of debt service thraughout the process.
Planning Director Snyder explained private/public partnership model and stated
that before a commitment is made and befare a decision to build is made, the
range of lease cost information will be available.
Chairman Wagner commented on the thoroughness of the contracYs termination
clause.
Chairman Wagner asked how NDC will receive payment during the interim period,
prior to when a lease agreement is made. Planning Director Snyiier answered that
NDC gets paid at two paints in the process, when the agreement is reached and
completed they charge a 1% administrative fee and they get paid again during the
lease process.
Community Services Manager Hursh explained that the technical services
previously provided by NDC are separate from the agreement adopted by
Resolution No. 4835.
Vice-Chair Peloza spoke about the occupancy of the gathering space of 350
people. Vice-Chair Peloza stated that with a City the size of Aubum, he believes
the gathering space occupancy should be 500 people. Chairman Wagner stated
that the Les Gove Community Campus Committee considered increasing the
occupancy of the gathering space but the cost was approximately$3M more to
increase the occupancy by only 150 people.
vice-Chair Peloza stated that the Committee is shortening its vision for the City by
only building a facility for 350 people. �ce-Chair Peloza suggested that the
Committee reconsider increasing.the size of the facility.
Member Osborne said considering how long it has taken to initiate the project, the
City should move forward and consider building a larger facility at a later date, if
needed. Member Osbome spoke against delaying the project any further
Vice-Chair Peloza asked it to be included in the official record that he feels the
Committee is beginning short-sighted by building a Community Center with a 350
people occupancy and that the Committee should relook at the project.
Chairman Wagner explained that the structure was designed to allow for
expansion in the future to increase the occupancy to 500 as an addition to the
Community Center and the Cer►ter could be expanded into the park.
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�ce-Chair Peloza reiterated that he believed the Communiry Center should be
larger Chairman Wagner agreed that the City would be under-building, but that
the City is building in a way that allows for expansion and in a way that is the most
affordable.
Mayor Lewis pointed out that the planned design includes a phase one and a
phase finro expansion. Community Services Manage Hursh confirmed that there is
a need for a larger facility and supported the plan for the expansion of the building
to increase the size of the open seating in the future.
Vice-Chair Peloza modified his statement for the record in support of having NDC
approach the project with the understanding that the build out will be planned in
two phases.
The Committee supported adoption of Resolution No. 4835.
H. Resolution No. 4836 (Snyder/Heid/Dowdy)
A Resolution of the City Council of the City of Aubum, Washington,
Authorizing the Mayor to Execute the 1'ransfer and Exchange of Real
Property Between and with the VNashington State Department of
Transportation Regarding Phase II of the Auburn Environmental Park
Chairman Wagner asked about the location of the drainage easement that the
Department of Transportation (DOT) wants to reserve. Environmental Planning
Manager Andersen stated that the easement to be reserved is for the entirety of
the parcel.
Planning Director Snyder responded to questions asked by Chairman Wagner
regarding the settlement agreement between the Ciry and Aubum Land Company,
Resolution No. 4836, Exhibit D.
Director powdy provided the Committee with some background information
regarding how the State determined to begin the negotiations with the City for the
land swap.
Planning Director Snyder stated that in the agreement the City will receive
$109,000.00 based on the difference in land values, the Sanitary Sewer fund will
receive approximately$2M, there are two mitigation sites, one of which is certified
and the other is not yet certified. The DOT is responsible for the maintenance and
certification costs of the site which is not yet certified for the remaining five years.
Planning Director Snyder responded to questions asked by Member Osbome
regarding the cost of maintenance for the sites once both are certified.
Member Osbome asked if the City will receive any wetland bank credits. Planning
Director Snyder answered that the site is not a certified wetland bank for the State
of Washington.
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Director powdy explained the site can also be leased to other entities to be used
for wetland mitigation or can be used by the City for mitigation.
The Committee and staff reviewed the vicinity maps.
Planning Director Snyder commented on how this agreement will help to meet the
Council's long-term goal of acquiring land on both sides of SR167
Director powdy answered that the amount of the sewer work that will need to be
completed in the area will depend on the future land use, in response to a
question asked by Member Osborrie.
The Committee and staff discussed the cost of future sewer improvements that
need to be made if the undeveloped properties are developed and coverage of
cost if the improvement were to be greater than the $2M paid tiy the State.
The Committee supported adoption of Resolution No. 4836.
I. 2012 Arterial/Collector Crackseal Project (Wickstrom)
Chairman Wagner asked if any portion of 105th Place could be
cracksealed. Street Systems Engineer Wickstrom answered that the south bound
portion of the roadway may be able to be aracksealed but the northbound land
needs to be rebuilt. Chairman Wagner asked staff to examine the roadway and
determine if a portion of the roadway could benefd from cracksealing.
The Committee supported the selected roads for the project.
J Auburn Way South & M Street SE Intersection Improvements (Para)
Tra�c Engineer Para reported that staff, following the direction of the Committee,
has moved forward with preliminary design on "Option 2," adding a northwest
bound right turn pocket and realignment of the westbound 17th Street SE
intersection.
Chairman Wagner asked how much Right-of-Way needs to the acquired prior to
constructian of the project. Traffic Engineer Para answered that based on the
layout design the Right-of-Way needed would be approximately 2,000 square feet,
but in final design that amount may be less.
Assistant DirectodCity Engineer Selle explained that the project map shows the
potential total impact area of the project and not the existing Right-of-Way versus
new Right-of-Way
The Committee and staff discussed how much Right-of-Way would need to be
acquired for construction of Option 2.
Page 8 of 13
Traffic Engineer Pare stated that the majority of the project is in the existing City
Right-of-Way
Traffic Engineer Para explained that with realigning 17th Street SE and
normalizing the intersection, vehicles will be in a better position to see traffic
coming from Aubum Way South and can then move more safely into the
intersection.
Chairman Wagner asked that staff do something to close the gap in the c-curb on
M Street SE at the 17th Street SE intersection to prevent drivers from tuming into
the crosswalk area.
Traffic Engineer Para stated that staff is currenUy planning on working with a
consultant to complete the Option 2 design and are also putting together an
application for a TIB grant for the construction phase.
Para confirmed that drivers will have the ability to tum right on a red light on
northbound Aubum Way S, at the M Street SE intersection, following a question
asked by Member Osbome.
Traffic Engineer Para answered questions asked by Member Osbome regarding
the right turn movement from Auburn Way S on to M Street SE.
K. 2013 - 2018 Transportation Improvement Program Annual Update
(Para)
Traffic Engineer Para explained that included in the memo is a list of the projects
being removed from the Transportation Improvement Program (TIP) because they
are completed, a list of projects being placed in the Comprehensive Transportation
Plan, and three projects which are grant funded and being added to the TIP
Chairman Wagner suggested reviewing the draft Transportation Improvement
Program (TIP) "page by page." The Committee agreed.
Member Osborne suggested a project including installation of a signal at 12th
Street SE/M Street SE be included in the TIP due to the pending Community
Center project. Chairman Wagner agreed and asked that the project be included
for 2018.
Chairman Wagner asked how the Projects of Regional Significance are
selected. Traffic Engineer Para explained that there is criteria in PSRC's TIP
programming that outlines what qualifies a project to be regionally significant. The
six projects are included so PSRC may track them in the larger regional
TIP Traffic Engineer Para stateil that TIP#58, AWS Corridor Improvements,
includes the capacity projects on SR164, followirig a question asked by Chairman
Wagner
The Committee and staff discussed encauraging Green River Community College
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and possibly the Aubum School District to become funding partners on certain
projects.
TIP#24—Academy Drive Multi-Use Trail: Chairman Wagner asked if the project
has been submitted for any grants. Traffc Engineer Para answered that tfiere
have not been any grants that the project would have been competitive in to date
and the project has not been labeled as a project of importance, compared to the
other projects currently being worked on.
Traffic Engineer Para answered questions asked by Member Osbome regarding
future planning of the project and grant funding.
TIP #54— Kersey Way Study� Traffic Engineer Para explained that in 2013 and
2014 there is a major Comprehensive Plan update scheduled and because there
is potential for development in the area staff decided to move the project out until
the Comprehensive Plan update with the new land use assumptions for the City is
complete.
Chairman Wagner suggested funding part of the project, to determine t2ight-of-
Way and stream side problems in 2013.
Chairman Wagner spoke about making the list of TIP projects compatible with the
transportation priority matrix developed at the Council's transportation retreat.
TIP#3—Aubum Way Corridor Imp. (4th Street NE to 4th Street SE): Chairtnan
Wagner asked that the need for coordination between the City and the State in
regards to the traffic signal at Autium Way and SR18 and how it related to system
operation be included on the TIP sheet.
Traffic Engineer Para noted that the project is not a capacity improvement, but
rather the scope includes pedestrian accessibility and appearance.
Chairman Wagner questioned the scope of work and the total expenditures for the
project and noted that the project needed to be reviewed by staff.
TIP #4— I Street NE Corridor(45th Street NE to S 277th Street): The Committee
and staff discussed whether or not the City is meeting the terms of an agreement
with RPG by pushing out the project until 2018.
Vice-Chair Peloza spoke about the importance of the project, with I Street NE
being a corcidor, to facilitate better north/south traffic flow. Traffic Engineer Para
stated that the real priority from a traffic perspective is S 277th Street because
there are existing north/south corridors and I Street NE is more of a developer
dependant corridor project.
TIP #6—S 277th (Aubum Way N to Green River Bridge): Assistant Director/City
Engineer Selle explained that obtaining the$1 M grant for design work on this
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project will put the City in a better position to apply for additional grant fuhds for
construction.
TIP#7 15th Street SE Reconstruction: Chairman Wagner suggested including a
general statement that says the City will seek funding from partners who
contribute to the deterioration of the road.
TIP#10 F Street SE (4th Street SE to Aubum Way S): Traffic Engineer Para
stated that staff does receive requests from residents for some improvements on F
Street, but most are related to pavement condition, in response to a question
asked by Chairman Wagner
Traffic Engineer Para stated staff is waiting for the M Street Underpass Project to
be completed prior to applying for funding for this project.
Traffic Engineer Para and Assistant DirectoNCity Engineer Selle addressed
questions asked by Chairman Wagner regarding the effort put into refining cost
estimate on the TIP projects for each yearly update.
TIP #11 - M Street NE (E Main Street to 4th Street NE): The Committee and staff
discussed the future importance of this project and development that may lead to
the need to increase capacit}r through this portion of the M Street Corridor
Traffic Engineer Para answered questions asked by Vice-Chair Peloza regarding
the future impact of operating budgets estimates for projects.
TIP#58—Auburn Way South Corridor Imp. Fir Street SE to Hemlock Street
SE: Assistant City Engineer Gaub stated that the project is not in the property
acquisition phase and some design work needs to be completed prior to moving
into that phase of the project, in response to questions asked by Member
Osbome.
TIP#62—AWS Streetscape Improvements (SR18 to M Street SE): Traffic
Engineer Para said that the total project cost is so great due to Right-of-Way
requirements, in response to a question asked by Chairman Wagner
TIP #18 —8th Street NE and SE 104th Street Intersection Improvements: Traffic
Engineer Para explained that construction of a roundabout has been ruled out due
to geography, topography, and geometry of the intersection and the existing
roadways, in response to a question asked by Chairtnan Wagner
The Committee and Traffic Engineer Para discussed how staff prioritizes the
intersection projects.
TIP #21 —C Street NW and West Main Street: Chairman Wagner suggested
moving some of the planning for intersection improvements into 2013. �ce-Chair
Peloza agreed.
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TIP#50— ITS Dynamic Message Signs: The Committee and staff discussed how
dynamic signs could be used in the City and what the value of the signs may be.
Traffic Engineer Para pointed out that the project will most likely be a grant funded
project.
TIP #59-Aubum Ave NE & 3rd Street NE Pedestrian &Access
Improvements: Traffc Engineer Para stated that staff has applied for a pedestrian
and bicycle safety grant to fund the project. The scope of the project includes
rebuilding the signal at 3rd Street NE/Aubum Ave NE, improving the pedestrian
routes through the entire complex of surrounding intersections,.creating a new
pedestrian crossing at the 3rd Street NE/Aubum Ave NE intersection, and
modiTying the signal at Auburn Way and 4th Street NE. A northbound left turn
movement on 3rd Street NE is also included in the scope.
TIP#63—29th Street SE & R Street SE. Traffic Engineer Para stated that this
project is a long term project developed during the last Comprehensive Plan
update, in response to a question asked by Chairman Wagner
Director powdy answered questions asked by Member Osborne regarding Phase
2 of the M Street SE Underpass Project.
TIP#47— Environmental Park Roadway Improvements Study Chairman Wagner
asked that this project be moved up due to discussions at the Council Retreat
regarding economical development in the Environmental Park area.
Traffic Engineer Para stated the draft TIP was reviewed by the Planning and
Community Development Committee on July 9, 2012.
L. Capital Project Status Report (Gaub)
Assistant City Engineer Gaub was present. There were no questions from the
Committee.
M. Activities Matrix (Dowdy)
There were no questions or comments from the Committee.
V ADJOURNMENT
There being no further business to come before the Public Works Committee, the
meeting was adjoumed at 5.48 p.m.
Approved this 6th day of August, 2012.
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Rich Wagner e nifer mir, Secretary, on behalf of
Chairman Heather Guiberson, �ce Assistant
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