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HomeMy WebLinkAbout04-01-2013 4-1-2013 "A') ,ITY"or. . Public Works Committee April 1, 2013 - 3:30 PM -,- . J: Annex Conference Room 2 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. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Wayne Osborne were present. Also present during the meeting were: Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Traffic Engineer James Webb, Engineering Aide Amber Mund, Senior Project Engineer Jacob Sweeting, City Attorney Dan Heid, Financial Planning Manager Martin Chaw, Interim Planning Director Jeff Tate, Planning Services Manager Elizabeth Chamberlain, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included: Scot Pondelick. B. Announcements There were no announcements. C. Agenda Modifications There were no modifications to the agenda. II. CONSENT AGENDA A. Approval of Minutes It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee Meeting minutes for date, March 18, 2013. Motion carried 3-0. B. Right-of-Way Use Permit No. 13-03 (Mund) Chairman Wagner asked if there are signs posted to prevent overnight parking on the street in front of the apartments near the market site. Engineering Aide Mund stated that the City does not post signage and noted that the parking is for Sound Transit. Mund also said that Page 1 of 8 the Farmers' Market has an agreement with Sound Transit regarding parking. Vice-Chair Peloza stated that there are no parking signs posted. Engineering Aide Mund stated that the Farmers' Market is responsible for setting up the barricades on Sunday mornings, in response to a questions asked by Chairman Wagner. Member Osborne asked about the transit roadway. Vice-Chair Peloza responded that the transit roadway is closed during market hours as part of an agreement between the City for the Farmers' Market and Sound Transit. Engineering Aide Mund noted that the transit roadway is not Right-of-Way; therefore it is not included in the permit issued by the City. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Permit No. 13-03. Motion carried 3-0. C. Right-of-Way Use Permint No. 13-04 (Mund) Engineering Aide Mund presented Right-of-Way No. 13-04 to the Committee. There were no questions or comments. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-04 for the Auburn School District Graduation Ceremonies. Motion carried 3-0. D. Public Works Consultant Agreement No. AG-C-431 (Repp) Utilities Engineer Repp distributed copies of Exhibit A and Exhibit B of the agreement to the Committee. Utilities Engineer Repp stated that agreement can be structured so that the optional tasks included in the scope of work can be included, in response to questions asked by Chairman Wagner. Financial Planning Manager Chaw verified that the optional tasks could be engaged even after the baseline study has started. Chaw stated that in his opinion, the most important thing for the consultant, FCS Group, is to establish the baseline data sample. Chairman Wagner asked that at the kick-off meeting outlined in Task A-1 , his past comments and the spreadsheet from the 1998 study be considered. Utilities Engineer Repp stated that the spreadsheet and the Chairman's notes were forwarded to the consultant. Page 2 of 8 Vice-Chair Peloza commented that his contribution to the discussion may be limited as he did not have the scope of work handout prior to the meeting for review. Chairman Wagner requested and it was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee be provided with the spreadsheet from the 1998 study and other backup documents. Utilities Engineer Repp explained that the scope of work is a Cost of Service study and does not include review of the rates per se, in response to comments made by Member Osborne. Repp pointed out that Council can choose to change the rates as they are structured. Staff will bring forward the actual cost to serve particular customer classes. The Committee discussed the economics of water as a commodity, including covering the cost of operation during times of conservation. Financial Director Chaw notified the Committee that the Finance Department has updated the revenue requirements analysis financial model. Chaw discussed how the model was updated and how staff is trying to address the price elasticity of demand questions. The Committee and Financial Planning Manager Chaw discussed the water demand curve. Vice-Chair Peloza asked if the current rates cover the water operational costs. Financial Planning Manager Chaw stated that the rates the Council approved will cover the costs for the seven year extended forecast. Chairman Wagner spoke about equitable distribution of rates. Utilities Engineer Repp answered questions asked by Chairman Wagner regarding his attending the April 8th workshop on water rates. Financial Planning Manager Chaw answered questions asked by Vice- Chair Peloza regarding the consultant's experience in preparing cost of service and utility rate studies. Chairman Wagner asked that the agreement including the detailed scope of work be brought back to the Committee for action at the April 15, 2013 meeting. Vice-Chair Peloza moved to table granting permission to enter into Consultant Agreement No. AG-C-431 with FCS Group, Inc. for the Page 3 of 8 Water, Sewer, and Stormwater Cost of Service Rate and Charge Study until all information is available for review by the Committee. Motion carried 3-0. III. RESOLUTIONS A. Resolution No. 4931 (Sweeting) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Accept a Federal Grant to be Administered through the Washington State Department of Transportation for the Citywide Guardrail Improvements Project Senior Project Engineer Sweeting was present. There were no questions from the Committee. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4931. Motion carried 3-0. IV. DISCUSSION ITEMS A. Auburn Way South and M Street SE Project Update (Para) Using a design drawing of the proposed project, Transportation Manager Para stated that as staff was going through the design process there were some minor changes made that staff feels will improve safety, operations of the intersection, as well as save some money. Staff is proposing to eliminate the crosswalk on the east side of M Street SE, going north to south after examining pedestrian movements at the intersection. Transportation Manager Para reported that the proposed changes were presented to the Transportation, Transit, and Trails Committee at the last meeting. Transportation Manager Para stated design is approximately 30% complete. Transportation Manager Para addressed questions and comments from the Committee regarding the proposed intersection design. The Committee and staff discussed possibly closing the short leg of 17th Street SE from M Street SE to Auburn Way South on the south side of the intersection. Page 4 of 8 Chairman Wagner suggested additional traffic counts be performed at the intersection. Transportation Manager Para demonstrated how the proposed design at the east leg of 17th Street SE's intersection with Auburn Way South will increase safety at the intersection by eliminating traffic weaving in and out of lanes. Senior Project Engineer Sweeting stated that the next step is to produce some preliminary plans, but the City needs to move more quickly toward the acquisition of Right-of-Way and the environmental permitting processes. Staff hopes for construction to begin in early 2014. Senior Project Engineer Sweeting explained that the closing of the short cross-over road at 17th Street SE would be considered outside of the scope of the project grant by the Transportation Improvement Board (TIB) and would need to be a separate effort. Chairman Wagner asked that the study of the 17th Street SE "short leg" be added to the Public Works Tracking Matrix with a due date of next fall. B. NPDES Draft Executive Summary Review (Carlaw/Repp) Chairman Wagner stated that the summary may be a little too technical and Ion and asked that staff t to make it shorter, possibly g try , p Y one page in length. Chairman Wagner asked that a comment about the forums staff participates in be included. Utilities Engineer Repp pointed out the number of activities included in the summary and asked for guidance from the Committee. Chairman Wagner noted several points that could be removed from the summary. Utilities Engineer Repp reviewed how calls for illicit dumping and spills are handled after hours following questions asked by Vice-Chair Peloza. Assistant Director/City Engineer Selle spoke about how the Maintenance and Operations staff triages the calls. Utilities Engineer Repp noted that the City also receives incident reports through the national notification system. C. Cascade Water Supply Offer (Dowdy) Director Dowdy stated that Cascade Water Alliance (CWA) and Tacoma Water are finished with their negotiations and have devised a process that will allow the City of Auburn to use Tacoma's system to Page 5 of 8 I make delivery of water that may be purchased from CWA. Director Dowdy noted that there is now a substantial rate reduction in the system development charges (SDCs) that he believes the City should take advantage of. The reduction would be in the form of a Credit at 75% of normal Tacoma SDC rates that the four cities may purchase from Cascade which Tacoma has agreed to honor. Director Dowdy provided the Committee with background information regarding the agreement. Chairman Wagner asked that this item be added to the next Public Works Committee agenda to provide the Committee time to fully review the agreement. Director Dowdy responded to questions asked by Vice-Chair Peloza regarding the amount of mgds that the City of Auburn is asking for. The Committee and Director Dowdy discussed the terms of the agreement. The Committee and Director Dowdy reviewed the Supply Demand Forecast graph, distributed by Utilities Engineer Repp. The Committee and Director Dowdy talked about how much water the City should reserve. Chairman Wagner requested that City Attorney Heid attend the next Public Works Committee Meeting to review the non-committal letter. Utilities Engineer Repp spoke about the costs with the Committee. City Attorney Heid explained why a termination clause is not included in the agreement, in response to a question asked by Vice-Chair Peloza. Chairman Wagner asked that staff consider citizens who have non- City water service providers, such as Bonney Lake and Lakehaven. D. Capital Project Status Report (Gaub) Item 3 — C207A — A Street NW Corridor Phase 1 : Chairman Wagner asked if there were any complaints about the track marking at the 3rd Street/A Street NW intersection. Assistant City Engineer Gaub stated that she has heard no complaints. Chairman Wagner asked how staff is monitoring whether or not c-curb is necessary to prevent left turns into the Post Office parking lot off of 3rd Street NW. Transportation Manager Para answered that staff will Page 6 of 8 be monitoring the collision reports. Chairman Wagner asked that staff physically monitor the turn movements to verify if there is enough data to justify the installation of c-curb. Transportation Manager Para reminded the Committee that installation of c-curbing in this location will also restrict access at the alley located on the south side of 3rd Street in this area. Item 11 — CP0909 — Academy Booster Pump Station: Chairman Wagner asked for a project update. Item 27 — CP1218 — Auburn Way South & Riverwalk Intersection Improvements: Chairman Wagner asked when design will start on the project. Assistant City Engineer Gaub stated the City is in the process of negotiating with the consultant and the agreement will be presented to the Committee at one of the next two Public Works Committee Meetings. Chairman Wagner asked to review the conceptual layout. Transportation Manager Para answered questions asked by Chairman Wagner regarding how City staff works with the Muckelshoot Indian Tribe to gain their support of projects. Assistant City Engineer Gaub distributed a proposed layout for the list of non-City significant projects, which was requested by the Committee. Assistant City Engineer Gaub explained that the list will include projects that have a broad public interest, are significant to the public, involve interlocal agreements and may include the installation of key public infrastructure. Chairman Wagner asked that a scope of work such .as the lineal distance of the projects be included. The "Significant Infrastructure Projects by Others Public Works Status Report" will be included in the Public Works Committee agenda packets. E. Action Tracking Matrix (Dowdy) Item P — King County Mailers Quality Check: Vice-Chair Peloza asked that the type of flyer be identified, i.e. flood insurance. Item L — Auburn Valley Humane Society Wayfinding Signage: Transportation Manager Para reported that the signs have been replaced and Item L is complete. Item M — 4th Street SE/Cross Street and AWS Intersection: Transportation Manager Para stated staff is programming improvements of the intersection with the Citywide Signal Project. Auxiliary heads will be installed and staff will review the possibility of creating dedicated left turns at the intersection., Page 7 of 8 Transportation Manager Para stated that staff is working with WSDOT to improve the signal timing through the corridor and some progress has been made. Item Q — Sidewalk Repair— A Street NW: Transportation Manager Para said that temporary fixes have been made and staff will try to include the sidewalk in the Sidewalk Repair Project. V. EXECUTIVE SESSION A. Executive Session At 5:08 p.m. the Committee went into executive session to discuss pending and potential litigation for approximately 15 minutes. The meeting resumed at 5:22 p.m. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:23 p.m. Approved this 15th day of April, 2013. ' C& Bill Peloza, Vice-Chair Jennif Cusmir, Department Secretary Page 8 of 8