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HomeMy WebLinkAbout12-03-2012 cmioF_ =��* • Public Works Committee December 3, 2012 - 3.30 PM Annex Room 2 'WASHINGTON 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 Aubum City Hall, One East Main Street, Auburn, Washington, 98002. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osbome were present. Also present during the meeting were: Mayor Pete Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilifies Engineer Dan Repp, Transportation Manager Pablo Para, Street Systems Engineer Seth Wickstrom, Project Engineer'Kim Truong, Planning Manager Elizabeth Chamberlain, Principal Planner Jeff Dixon, Customer Services Manager Brenda Goodson-Moore, Finance Director Shelley Coleman, citizens Jolene Alexander and Scott Pondelick and Public Works Secretary Jennifer Cusmir 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 Osborne seconded to approve #he minutes of the November 19, 2012 Public Works Committee Meeting. Chairman Wagner asked about.the outcome of the Trust Lands Utility Agreement. Director powdy answered that the Legal Department is still working on the agreement with the Muckleshoot Indian Tribe (M IT). Chairman Wagner asked staff t_o include the action items documented during the discussion on 3ystem Development Charges to the Action Page 1 of 9 Matrix. Motion Carried Unanimously 3-0. B. Public Works Project No. CP1224 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council grant permission to enter into Consultant Agreement No. AG-C-428 with Jacobs Engineering Group, Inc for engineering services for Project No. CP1224, 2013 Local Street Pavement Reconstruction Project. Chairman Wagner asked when the project costs for utility work will be available. Street Systems Engineer Wickstrom answered when the project is about halfinray into design there should be an accurate estimate for the projecYs cost in order to determine if ufility funds are available to meet the need. The estimate should be ready early 2013. Chairman Wagner asked the project be placed on the Action Matrix to be reviewed at 50% design. Street Systems Engineer Wickstrom answered questions asked by Chairman Wagner regarding the consultant costs listed on the budgef status sheet and the amount listed in the scope of work. Assistant City Engineer Gaub explained that the main reason a consultant is being used for the project is due to the size of the project, the amount of utility and roadwork and the timeframe staff has to get the project out to construction by summer 2013, in response to a question asked by Member Osbome. Motion Carried Unanimously 3-0. C Public Works Project No. CP1211 (Truong) Councilmember Peloza moved and Councilmember Osborne seconded to recommend Ciry Council approve Final Pay Estimate No. 2 to Small Works Contract No. 12-12 in the amount of $0.00 and accept construcfion of Project No. 1211 Downtown Sculpture Garden. Chairman Wagner spoke about the dedication of the Sculpture Garden and commended the City depaitments for their corporation on the project. Chairman Wagner noted that the City will consider purchasing the People's Choice Award. Page 2 of 9 Motion Carried Unanimously 3-0. III. DISCUSSION ITEMS A. Leak Adjustment Request - Appeal (Coleman) Councilmember Peloza moved and Councilmember Osborne seconded to change the leak adjustment policy to include the footprint of the whole house, the amount of the leak adjustment to remain the same, $500.00, and to make the policy change retroactive. Finance Director Coleman explained the circumstances of the water leak being considered and stated the application for a leak adjustment does not meet the criteria of the leak adjustment policy Finance Director Coleman stated that staff can continue brining leak adjustments to the Committee for consideration or the Finance Department may be granted leeway in making adjustment decisions up to a certain amount. The water customer, Ms. Alexander, addressed the Committee and provided the Committee with a brief explanation of her circumstances. Ms. Alexander noted that when she was first notified of the leak, and following several subsequent notifications, she could not locate any leak. Chairman Wagner clarified that the Committee will be discussing not only Ms. Alexander's leak adjustment, but also the ongoing adjustment policy Finance Director confirmed that to be correct. Finance Director Coleman stated that if the City makes an adjustment, per the current policy, the adjustment would be $468.84, if the leak had met the adjustment criteria. Chairman Wagner and the Committee discussed the current policy Finance Director Coleman answered questions asked by Vice-Chair Peloza regarding what the amount of Ms. Alexander's adjustment would be if the leak met the current criteria of the policy Chairman Wagner pointed out that the Committee may decide to change the policy and make that change retroactive so that the changes would apply to Ms. Alexander's case. The Committee discussed whether or not to make utility account adjustment when leaks occur inside a house and not only when they occur in the service line. Page 3 of 9 Finance Director Coleman explained how the leak adjustment amounts are calculated. Member Osbome recommended a policy change stating if there is a leak between the service line and inside the structure would qualify for the $500.00 adjustment. Any amount beyond the $500.00 would need to go to the Committee for approval. Finance Director Coleman asked for additional policy guidance, asking if under the house inclucied leaking toi�ets and/or lines to ancillary structures which are not inspected facilities. Chairman Wagner stated the ancillary structures and irrigations systems would not be included under the change policy, Vice-Chair Peloza agreed. The Committee and staff discussed what other hardships may be considered in relation to leak adjustments on utility accounts. The Committee and staff discussed how customers' diligence and effort in making repairs is defermined. Motion Carried Unanimously 3-0. B. 2012 Annual Comprehensive Plan Amendments (Dixon) Review and discuss the 2012 annual Comprehensive Plan Amendments and Planning Commission recommendations. Principal Planner Dixon reviewed the agenda packet content including in the Summary Matrix. The matrix summarizes the five Comprehensive Plan map amendments and seven policy and text amendments. Dixon stated that the amendments are either publicly initiated ame�dments or the privately initiated amendments from applicants. Principal Planner Dixon explained that all of the details, application materials, maps, and staff reports, related to the amendments are in the Comprehensive Plan Working Binders provided to the Committee. T he Committee and staff reviewed CPA.#3 on the Year 2012 Annual Comprehensive Plan Amendment (CPA) Summary Matrix, Map No. 14 1, File No. CPA12-0003, Locke Property This is the request to change the designation from "Single Family Residential° to "High Density Residential" for a 1 88-acre property as a private map amendment. Principal Planner Dixon explained the related issue of the wrong Comprehensive Plan designation for two adjacent parcels and not the Page 4 of 9 one that is the subject of the Comprehensive Plan Amendment request. The Committee and staff reviewed the mapped comprehensive plan designations and the zoning map. Principal Planner Dixon explained that the wrong designation for the two adjacent properties is att�ibutable to a scrivener's error at the adoption of Ordinance No. 6138 in 2007 He recounted the history leading to the ordinance and the council's legislative intenf. He noted there were both public meetings in the Lea Hill area and a Citizen Advisory Committee, providing input to the Comprehensive Plan designations during annexation process. Chairman Wagner asked if any other properties that were designated multi-family were rezoned single-family in the Lea Hill Area at the time. Planning Manager Chamberlain answered that there following annexation, the area in question, was down-zoned. Chamberlain explained property owners in the annexation area were notified and two public hearings were field before Council and the Planning Commission. Chairman Wagner asked if some of the pa�cels surrounding the applicanYs parcel were multi-family prior to annexation and down-zoning. Planning Manager Chamberlain responded thaf they were and pointed out of the map which properties were multi- family Chamberlain explained that during the zoning and Comprehensive Plan changes, prior to the annexation becoming effective, a greater amount of the area was multi-family and the Council, working with the Citizen Advisory Committee and through the public hearings, moved to designate only what was already developed as multi-family as multi- family and any other parcels that were vacant or had a single-family house on them they were down-zoned to Single Family Residential and R5 Principal Planner Dixon stated that Council consciously made that decision to limit the amount of multiple family development allowed, in order to make sure infrastructure improvements were keeping pace with development on Lea Hill. Vice-Chair Peloza asked_what the next step for denial of the application is. Principal Planner Dixon answered that the Planning Commission held a public hearing on the amendment and established a record for the request and the staff report made a recommendation for denial. The Planning Commission also made a recommendation for denial. The request will go back to the Planning and Community Development Committee on December 10th, to make recommendation for the full Council action potentially on December 17, 2012. The Committee and staff discussed the existing infrastructure in the Page 5 of 9 Lea Hill vicinity The Committee and staff continued review of the Year 2012 Annual Comprehensive Plan Amendmen4 (CPA) Summary Matrix. The Committee and staff reviewed P/T#6, Revisions to Chapters 2 and 5 of the City's Comprehensive Transportation Plan. Principal Planner Dixon stated the changes to Chapter 2 are related to the roadway capacity improvement projects and the cost estimates that are featured in Table 2-3 of the plan. The narrative, table and map all needed to be updated to correspond. Chairman Wagner spoke about including the streets/projects that were designated as priorities at ttie Council Transportation Retreat being included on page 2-15 or Project Groups A, B, and C, in the Comprehensive Transportation Plan. Principal Planner Dixon stated bulleted items on page 2-15 refer to intersections that are not in the City's jurisdiction but should be evaluated for program improvements. These are not part of the document proposed for changing. Transportation Manager Para stated the projects discussed at the_Council Retreat are listed in the preceding section in Project Group A. Para explained that Project Group B includes projects scheduled outside the 6-year planning period and Project Group C and projects not in the City, but projects that the City would like to see completed. At the Committee's request, he Committee and staff discussed the general introductory explanation of corridor level of service in Chapter 2. In relation to page 2-9, the Committee discussed a concern that a focus on "corridor level of service" may restrict management of individual signals and disadvantage local circulation. North/south traffic flow versus east/west traffc flow along Auburn Way was discussed. Chairman Wagner requested Corridor Level of Service be added to the Committee's Action Matrix. Chairman Wagner spoke about downtown traffic circulation and the important of keeping eat/west bound traffic moving through the downtown area. Transportation Manager Para stated there is a Comprehensive Transportation Plan update scheduled for the next biennium, in response to a question asked by Chairman Wagner The update process will begin in 2013 and be completed in 2014 Page 6 of 9 Transportation Manager Para spoke about operational changes that could be made to the way the signals are timed that would help address the traffic flow concems of the Committee. Chairman Wagner and Mayor Lewis spoke about whether or not to include a statement regarding more consideration being giving to local circulation than has been given in the past under the corridor level of service policy, in the Comprehensive Plan. It was decided not to include any statement in the Comprehensive Plan amendments under consideration at this time and to add the question of level of corridor service to the Action Matrix and future Transportation Plan. The Committee and staff discussed mentioning event traffic and modeling in the Comprehensive Plan. Transportation Manager Para stated that event traffic cannot be included in the transportation model, but can be addressed by separate model runs. He offered that event traffic is something that can be included in the next Transportation Plan update. Member Osborne asked that the subject be added to the Action Matrix. Transportation Manager Para, answered questions asked by the Committee regarding the modeling of event traffic and traffic generated by the White River Amphitheater To focus on the currently-proposed amendments, Transportation Manager Para explained that in the proposed update of the Comprehensive Plan, staff was focusing on updating a few key issues that were impacting the ability to complete the current development reviews and to update the project list to be current with the City's impact fee system and the current Transportation Plan, in response to a question asked by Vice-Chair Peloza. Chairman Wagner recommended adding information regarding the cost of maintenance of the existing street system to the future update of the Transportation Plan. In addition to Figure 2-6, Chairman Wagner and staff spoke about including a larger scale map of the regional view of transportation in the future update of Comprehensive Transportation Plan. Related to Policy TR-4, page 5-2, the Committee discussed revision of the policy to recognize both, safety and efficiency as prioritized over driving convenience. Chairman Wagner suggested the word "all" be removed from TR-28, page 5-5. Staff agreed the change would be made as part of the Page 7 of 9 current Comprehensive Plan amendments. The Committee and staff discussed alley-loaded residential subdivision developments. The committee asked that the future Transportation Plan update should include promotion and incentives for alley-loaded lot access within residential subdivisions. The Committee and staff discussed the feasibility of roundabouts and whether or not roundabouts should be noted as being preferred over traffic signals in relation to Policy TR-110. Since the policy is qualified with "whenever feasible and appropriate" no change was considered necessary C Review Arterial Street Needs (Para) The Committee reviewed the maps which listed the costs associated with the Arterial Street Needs. Director powdy point out the $20M cost of waiting to fund road repairs. D 2013 Sidewalk Repair Project Areas (Wickstrom) Member Osborne asked if the sidewalk were ever ground. Assistant Director/City Engineer Selle answered in some cases the sidewalk can be ground down however, this is usually a maintenance action versus a capital project. The Committee agreed with the selected project areas. E. Resolution No. 4885 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, Declaring Certain Items of Property as Surplus and Authorizing their Disposal The Committee supported adoption of Resolution No. 4885. F Capital Project Status Report (Gaub) Item 11 — C207A —A Street NW Corridor Phase I. Assistant City Engineer Gaub stated the City is in the process of resubmitted the petition with the UTC and BSNF The UTC meets on December 13th and if the petition is approved the corridor may be able to open as early as December 14th depending on the UTC's decision Item 22 — CP1120 — Lea Hill Safe Routes to Schools Improvements: Chairman Wagner asked for a Committee review at 50% design. Item 27 — CP1024 —AWS and M Street SE Intersection Improvements: Assistant City Engineer Gaub reported that a TIB grant has been received and funds the next phase of this project. Page 8 of 9 Item D — CP1016 — Fenster Levee Project: vice-Chair Peloza reported that there was a meeting rega�iiing the $327K in SRFB funding this week and he will look into it. G. Actian Tracking Matrix (Dowdy) Chairman Wagner asked for Item E to be expanded to address the steps for SDC's for 2012 discussed at the last meeting and that the items mentioned during the meeting be added. IV ADJOURNMENT There being no further business to come before the Public Wo�ks Committee, the meeting was adjourned at 4�57 p.m. Approved this 17th day of December, 2012. �-�� ��� Rich Wagner, Chair ennife usmir, Department Secretary Page 9 of 9