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HomeMy WebLinkAbout07-16-2012 + * Public Works Committee cmr oF. -..��� .- 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) Page 1 of 13 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 Page 2 of 13 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, Page 3 of 13 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 Page 4 of 13 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 Page 5 of 13 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. Page 6 of 13 �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. Page 7 of 13 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 Page 9 of 13 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 Page 10 of 13 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. Page 11 of 13 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. Page 12 of 13 `�- �,�e.. ' � Rich Wagner e nifer mir, Secretary, on behalf of Chairman Heather Guiberson, �ce Assistant Page 13 of 13