HomeMy WebLinkAbout03-18-2013 3-18-2013 Public Works Committee
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March 18, 2013 - 3:30 PM
Annex Conference Room 2
f - A 'tiWnsfii'i G'''N 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 Osborne were
present. Also present during the meeting were: Mayor Pete B. Lewis,
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, Storm Drainage Engineer Tim Carlaw, Water Quality
Control Coordinator Chris Thorn, Project Engineer Robert Lee,
Emergency Preparedness Manager Sarah Miller, Innovations and
Technology Director Ron Tiedeman, Environmental Services Manager
Chris Andersen, 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 4, 2013.
Motion carried 3-0.
B. Public Works Project No. CP1109 (Lee)
Vice-Chair Peloza asked about some of the items on the final pay
estimate which went over the quantity amount of the Engineer's
Estimate. Assistant Director/City Engineer Selle and Project Engineer
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Lee explained that an adjustment was made to the location of the
pipeline at the Academy site due to unknown-locations of private
waterlines and this included the addition of catch basin to the scope of
the project.
Vice-Chair Peloza asked if, with the change orders, the project was
over budget. Project Engineer Lee reported that the final payment is at
88% of the overall contract amount and is under budget.
It was moved by Vice-Chair Peloza, seconded by Member Osborne,
that the Committee recommend City Council approve Final Pay
Estimate No. 6 to Contract No. 11-15 in the Amount of $1 ,522.57 and
Accept Construction of Project No. CP1109, 2011 Storm Drainage
Repair and Replacement Phase 1 .
Motion carried 3-0.
III. RESOLUTIONS
A. Resolution No. 4908 (Carlaw/Thorn)
A Resolution of the City Council of the City of Auburn, Washington,
Approving the 2013 Stormwater Management Program and
Authorizing the Mayor to Include a Copy of the Program in the
National Pollutant Discharge Elimination System Western-Washington
Phase II Municipal Stormwater Permit Annual Report for 2012 to the
Washington State Department of Ecology
Water Quality Coordinator Thorn stated that there have been no
changes made since the Committee reviewed the 2013 Stormwater
Management Program and Annual Report two weeks ago.
Chairman Wagner asked about the Executive Summary requested by
the Committee for the City Council. Water Quality Coordinator Thorn
answered that staff has prepared a rough draft of the summary and it
is in review.
Member Osborne asked what makes the determination of when catch
basins need to be cleaned out. Water Quality Coordinator Thorn
answered the level of sediment in the sump below the outlet pipe is
the determining factor. Storm Drainage Engineer Carlaw explained the
inspection and maintenance procedure for the catch basins.
It was moved by Vice-Chair Peloza, seconded by Member Osborne,
that the Committee recommend City Council adopt Resolution No.
4908.
Motion carried 3-0.
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IV. DISCUSSION ITEMS
A. Resolution No. 4926 (Miller)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Adoption of the 2009 King County Regional Hazard
Plan and the City of Auburn Annex to the PlanThe 2009 King County
Regional Hazard Plan is not included in the hard copies of the agenda
packet. Hard copies have only been distributed to the Public Works
Committee Members, Mayor, and the Director. The plan may be
viewed as part of the packet online at:
www.auburnwa.gov/government/agendas_minutes.htm
Emergency Preparedness Manager Miller stated that staff is asking
Council to adopt the 2009 King County Regional Hazard Mitigation
Plan and, specifically, for the City of Auburn Annex to the plan. Miller
explained that King County has run a regional hazard mitigation plan
which covers the hazards to the region and what might be done by
individual jurisdictions to make ourselves more resilient to those
hazards. Having a hazard mitigation plan also makes the City eligible
for hazard mitigation grants.
Miller provided the Committee with background information regarding
the development of the plan and the future updates of the plan.
Chairman Wagner asked if King County had considered including
more regional history in the plan. Emergency Preparedness Manager
Miller answered that it is very labor intensive to find accurate
documentation regarding historical events and inclusion is not a
requirement of the plan.
Emergency Preparedness Manager Miller discussed the difference
between disaster mitigation and disaster response, noting that the
hazard mitigation plan speaks to what jurisdictions can do to prevent
disasters from happening, in response to a question asked by Member
Osborne. Miller stated that disaster response is part of the
Maintenance & Operations response plan.
Committee and staff reviewed the list of what the City has done for
disaster mitigation since the last plan update.
Chairman Wagner suggested including a disclaimer explaining what
the plan includes. Miller stated that a disclaimer could not be included
in the 2009 plan however she could recommend it be included in the
plan update. Mayor Lewis asked that a disclaimer be included with the
Auburn Annex portion for the benefit of City staff and Council.
Emergency Preparedness Manager Miller stated that King County
does not have a Citizen Emergency Response Training (CERT)
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program, in response to a question asked by Vice-Chair Peloza.
Member Osborne asked about identifying the acronyms used. Miller
stated that a glossary can be added to the plan.
Miller answered questions asked by Vice-Chair Peloza regarding the
reference to the Bridge Inspection Program. Chairman Wagner asked
that the statement, "...previous initiatives are characterized as
follows..." to "...previous initiatives were then characterized as
follows..." for to clarify the reference to the old version of the plan.
The Committee and staff continued review of the Auburn Annex to the
Plan.
Emergency Preparedness Manager Miller explained that the City of
Kent has their own hazard mitigation plan and they and the City of
Algona do intend on being included in the 2014 King County Plan, in
response to a question asked by Chairman Wagner.
Mayor Lewis stated that the City is planning to include cyber terrorism
mitigation in the 2014 update to the plan, in response to a question
asked by Chairman Wagner.
The Committee and staff reviewed the maps included in the plan.
Assistant Director/City Engineer Selle and Mayor Lewis responded to
questions asked by Chairman Wagner regarding the City's map of
potential landslide areas. Director Dowdy noted that geotechnical
studies are required for all new plats in landslide sensitive areas.
Member Osborne suggested including 11 x17 size maps as part of the
Auburn Annex plan.
Chairman Wagner asked if the Valley Regional Fire Authority (VRFA)
has its own hazmat response team. Miller answered that Hazmat has
gone to a regional approach for response, a zone based
approach. VRFA is part of a regional hazmat team but does not have a
stand-alone team.
Emergency Preparedness Manager Miller stated that she will make
the information regarding pipelines that run through the City less
general, in response to a comment made by Member Osborne.
Vice-Chair Peloza asked for the names of businesses listed by more
specific and for staff to use the companies' full names.
Miller answered questions asked by Chairman Wagner regarding the
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individuals who participated in creating the plan. The Committee is
structured to allow the input from each City department and a
representative from key partners and that is included in Auburn City
Code. Vice-Chair Peloza asked that the Chair of the committee be
identified.
Environmental Planning Manager Andersen stated that the geo-hazard
area in the Critical Area Ordinance includes seismic hazards, erosion
hazards, and landslide hazards, answering a question asked by
Chairman Wagner.
Vice-Chair Peloza notes a Scribner's error in the resolution and asked
that the wording in Resolution No. 4926, Section 1 , read, "... ..and the
City of Auburn Annex to the 2009 King County Regional Mitigation
Plan."
B. Resolution No. 4918 (Webb)
A Resolution of the City Council of the City of Auburn, Washington,
Amending the 2013-2018 Six-Year Transportation Improvement
Program of the City of Auburn Pursuant to RCW Chapter 35.77
There were no questions from the Committee.
The Committee supported adoption of Resolution No. 4918.
C. Utility Payback Process (Repp)
The Committee and Utilities Engineer Repp reviewed the summary on
the City's utility payback process (i.e. later-comers agreement).
Using the Kersey development as an example, Utilities Engineer Repp
spoke about each step in the payback process.
Chairman Wagner asked about predicting the number of
developments and assigned late-comers, that may be served in the
future by oversized sewer trunk lines, such as the one serving
Kersey. Assistant Director/City Engineer Selle explained that the
Comprehensive Plan is consulted and if the area for development is
not identified, engineers would consider the topography and define the
areas that would drain by gravity into the line. Chairman Wagner
asked if parcels that are developed after the late-comers agreement
date has expired would not pay into the Kersey utility. Assistant
Director/City Engineer Selle stated that under current legislation, no
monies would be collected.
Utilities Engineer Repp explained that the developers are made aware
of the payback process and requirement during Facility Extension
Agreement application process. Utilities Engineer Repp reviewed the
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developer requirements with the Committee.
Chairman Wagner asked if there were ever instances when the City
paid a portion of the required oversized trunk lines. Assistant
Director/City Engineer Selle stated that the City usually does not pay a
portion of the development utilities and one of the reasons is that it
may affect how the developer advertises for bids for the project.
Assistant Director/City Engineer Selle stated that the City makes the
final determination in terms of what assessment method is utilized and
what properties are eligible, in response to a question asked by
Chairman Wagner.
Utilities Engineer Repp described how the developers' assessments of
cost are reviewed by the City.
Utilities Engineer Repp answered questions asked by Chairman
Wagner regarding the fees charged that pay for tracking the
agreements. Chairman Wagner suggested reviewing the fees to better
capture the cost to the City to track the agreements.
Director Dowdy noted that there is state legislation being considered in
Olympia regarding development.
Chairman Wagner spoke about the benefit to the City of the
agreements. Mayor Lewis stated that staff should determine the full
cost recovery for administration of the agreements.
Vice-Chair Peloza asked if the fees were part of the fee
schedule. Assistant Director/City Engineer Selle stated that they are.
D. Corps FPMS Study Design Flood Hydrographs for the Green River
Basin (Dowdy)
Director Dowdy reported that the Army Corps of Engineers (the
Corps) regulatory practice at the Howard Hanson Dam is not
changing. They will be using the same target, 12,000 cfs, at the
Auburn gage.
Director Dowdy stated what precipitated the Corps study was the need
for more information to better base the heights of the new level
improvements the County is working on in Auburn and the City of
Kent. The Corps asked the Flood Control District for a study of the
return intervals of the various flood events that may be expected that
the Corps is designing against. The Corps did some analysis of their
operations to determine what the cities downstream of the Howard
Hanson Dam should be planning for in terms of flood protection.
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Director Dowdy continued to explain that the Corp tried to also extend
the records of flood events that they were relying on to perform
statistical analysis on to also include in the study.
Mayor Lewis asked Chairman Wagner if he had any comments
regarding the study. Chairman Wagner stated the flow figures needed
additional explanation, the graphs that show the elevation of flood
control pool do not include a scale, and the study really needs to be
better explained in its entirety. Mayor Lewis asked Director Dowdy to
get additional information and interpretation of the study from the
Corps.
Director Dowdy reviewed Table 1 and Table 2 from the study with the
Committee.
The Committee and Director Dowdy reviewed the hydrographs from
the Green River Basin.
Director Dowdy discussed the remainder of the graphs with the
Committee.
Environmental Services Manager Andersen was present to discuss
citizens who currently have flood insurance. Andersen distributed a
copy of the public information flyer that was distributed in December
2012 to roughly 42,000 property and business owners. The mailer
goes out annual and is a part of the Community Rating System (CRS)
Insurance Program. Andersen explained that the City earns points for
each activity under CRS and the points help the City to maintain its 5
point rating, on a 10 point scale. For every point, there is a 5%
reduction in flood insurance premiums for those living in areas of high
flood risk in the City. Chairman Wagner asked how the City can
increase its rating. Environmental Services Manager Andersen
answered that the City would need to do additional activities and adopt
a Flood Management Plan, which is a requirement. Andersen
discussed what activities could be performed to increase the
rating. Andersen stated that there is also a 2012 update to the CRS,
which will be reviewed by staff and presented to the
Committees. Chairman Wagner asked staff to return with both
recommendations about raising the City's rating, the number of
properties in the flood risk area and the impact to those properties and
businesses.
Vice-Chair Peloza asked how property owners can find out if their
property is in the flood plain, according to the FEMA
map. Environmental Services Manager Andersen stated that property
owners can call the City and staff will look up whether their property is
in the City's regulatory flood plain.
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The Committee and staff discussed how property owners in the flood
plain are notified and how notification may be improved. Chairman
Wagner suggested doing a quality check on the notifications that King
County sends to Auburn property owners. Vice-Chair Peloza
supported Chairman Wagner's suggestion. Chairman Wagner asked
that the quality check be added to the Public Works Committee Action
Tracking Matrix.
Environmental Services Manager Andersen answered questions
asked by Chairman Wagner regarding completion of the biological
and/or habitat assessments by developers.
E. Capital Project Status Report (Gaub)
Chairman Wagner asked staff to develop a list of large, non-capital,
projects being completed in the City. The Committee and staff
discussed what criteria should be used for projects to be included on
the list. Chairman Wagner asked that staff bring their ideas for a list
back to the Committee for review.
Item 10 — CP0915 — Well 1 Improvements Transmission
Lines: Chairman Wagner asked if there is an additional pavement
lift. Assistant City Engineer Gaub stated that the contractor is waiting
on weather to be about to complete the final paving work on M
Street. Some of the final lift of paving will cover a full lane and some
will cover where there are multiple lanes that the work has impacted.
Item 14 & 15 — CP1118 and CP1119 — Auburn Way South: Assistant
City Engineer Gaub reported to the Committee that the City is
beginning the Right-of-Way acquisition process for both
projects. Assistant City Engineer Gaub cautioned the Committee about
speaking to individual property owners because any conversation that
City representatives have with property owners must be documented
during this process.
Item 14 — CP1118 — Auburn Way South Pedestrian Improvements —
Dogwood to Fir Streets: Assistant City Engineer Gaub stated that as
part of the design process, the total estimated cost will be modified as
the design is closer to being complete, in response to a question
Member Osborne. Staff will then decide if there are additional funds
that can be used for the project or if the scope of the project needs to
be scaled down.
Item 18 — CPI 107 — Fulmer Wellfield Improvements: Chairman
Wagner asked how many monitoring wells are included in the
project. Utilities Engineer Repp stated that the consultant is still
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working on the project and the current budget will be used to construct
the monitoring wells. Staff is not sure how many wells there will be, but
the topic will be discussed with the Committee in May.
Utilities Engineer Repp discussed the two phases of the project with
the Committee.
The Committee and staff discussed continuing phase 1 of the project.
F. Action Tracking Matrix (Dowdy)
Item L — LED Lighting Standards: Vice-Chair Peloza asked why the
estimated completion date was extended. Transportation Manager
Para answered that developing standards will take more time to
research. Assistant Director/City Engineer Selle explained that the City
does not currently have standards for LED lighting so staff is selecting
technology to monitor and possibly adopt as a standard.
Member Osborne spoke about reviewing the cost benefit of LED
lighting.
The Committee and staff discussed the new LED lighting on Main
Street.
Chairman Wagner spoke about including subjective data regarding the
LED light spectrum and intensity.
Item M — Auburn Valley Humane Society — Wayfinding
Signage: Transportation Manager Para reported that the signs will be
installed before May in response to a question asked by Vice-Chair
Peloza. Vice-Chair Peloza asked that the estimated completion date
on the matrix be moved forward.
Item O — Pedestrian Visibility Improvements on A Street NW (NW Post
Office exit): Transportation Manager Para stated that staff is waiting
for the Post Office to respond as to whether or not the sign requested
by the Committee may be installed.
Vice-Chair Peloza shared a picture with the Committee and staff that
showed a location where a tree had been removed and the
surrounding sidewalk is in need of repair. The location is on A Street
NW, near the entrance of Christ Community Clinic. Vice-Chair Peloza
requested that this be added to the Action Tracking Matrix.
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 5:40 p.m.
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Approved this 1 st day of April, 2013.
t
Rich Wagner, Chair Jennifer usmir, Department Secretary
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