The URL can be used to link to this page

Home My WebLink About07-01-2013 ,� � * Public Works Committee CITYOF. J ~ • July 1, 2013 - 3:30 PM WASHIIdGTON Annex Conference Room 1 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1, 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 Osbome were present. Also present during the meeting were: Public Works Director Dennis Dowdy, City EngineedAssistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Maintenance and Operations Manager Randy Bailey, Interim Planning & Development Director Jeff Tate, City Attorney Dan Heid, Senior Project Engineer Jacob Sweeting, Project Engineer Seth Wickstrom, Traffic Engineer James Webb, Street Systems Engineer Jai Carter, Transportation Operations Engineer Scott Nutter, Planning Manager Elizabeth Chamberlain, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included: Scott Pondelick. B. Announcements There were no announcements. C. Agenda Modifications There was one modification to the agenda which added Resolution No. 4962 and Resolution No. 4969 to the Resolutions for action and Resolution No. 4970 for discussion. 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 June 17, 2013. Motion carried 3-0. Page 1 of 10 B. Public Works Project No. CP1103 (Sweeting) 132nd Ave SE Tasoma Pipeline 5 Intertie Improvements Senior Project Engineer Sweeting was present. There were no questions or comments from the Committee. It was moved by Vice-Chair Peloza, seconded by MemberOsborne, that the Committee recommend City Council approve Final Ray Estimate No. 6 to Contract No. 12-01 and accept construction of Project No. CP1103, 132nd Avenue SE Tacoma Pipeline 5 Intertie Improvements. Motion carried 3-0. III. RESOLUTIONS A. Resolution No. 4966 (Nutter) A Resolution of the Ciry, Council ofthe City of Auburn, Washington, Authorizing the Mayo�to Accept a State Grant to be Administered through the Washington Traffic Safety Commission for the School Zone Flashing Beacon Project Transportation Operations Engineer Nutter explained that.the grant will fund the purchase of clocks that will be installed in the School Zone Flashing Beacons. The new clocks will provide coordinated wireless ' connections among flashers at each school location and staff will have the abiliry to monitor them remotely as individual telecommunication connections for each site are made available back to City Hall. Assistant Director/City Engineer Selle explained that the schools providethe sta ,fftheir schedules and staff programsthe flashing beacons accordingly, in response to a question asked by Chairman Wagner. Ifi was moved by Vice-Chair Peloza; seconded by Member Osborne, that the Committee recommend City Council adopf Resolution No. 4966. Motion carried 3-0. B. Resolution No. 4969" (Dowdy) A Resolution of the City Council of the City of Aubum, Washington, Declaring an Emergency with Respect to Repair of the Storm Drainage Facilities at the liidden Valley Vista Drainage Basin The Committee and staff reviewed the vicinity map and aerial map. Director powdy and Utilities Engineer Repp identified the , drainage basin and facilities on the maps. Page 2 of 10 Assistant Director/Gity Engineer Selle noted areas of pipe failure and slope erosion and explained steps staff has taken to investigate the condition of the storm drainage pipe and to temporarily control flows within the system. The existing pipe is old corrugated metal pipe that was installed priorto the City's annexation ofthe area. There is currently an extensive amount of root intrusion in the system. The condition of the pipe is causing very serious problems with fhe control of drainage down the hillside and staff is recommending an immediate replacement of the system. Assistant Director/City Engineer Selle explained that staff is determining whether or not to follow the existing alignment of the facilities or to change the alignment, in response to a question asked by Vice-Chair Peloza. Assistant Director/City Engineer Selle spoke about the possible acquisition of new easements if a different alignment of the system is deemed necessary, in response to a question asked by Mem6e� Osborne. Chairman Wagner asked if the City will be required to install any water treatment facilities. Assistant Director/City Engineer Selle answered � that the City will not have to address waterquality but that energy dissipation of the high velocity flowswill likelybe needed. Assistant Director/City Engineer Selle stated that the Ciry will not be changing the discharge amount; flow, guality, etc. and therefore improVements to detention or treatment are not required. Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner regarding the project's budget. Assistant Director/City Engineer Selle also statecJ, in a response to a queSfion from Chairman Wagner that the repairswill not be able to be completed prior to the winter months if the project goes through a typical design and bid process. Stafffieels that the system in its existing condition may not hold up through another winter season and is very concerned about the potential impacts of a failu[e in this location, hence the staff recommendation of declaration of an emergency repair. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Gouncil adopt Resolution No. 4969. Motion carried 3-0. C. Resolution No. 4962" (Wickstrom) A Resolution of the City Council of the City of Auburn, Washington, Page 3 of 10 Authorizing the Mayor and City Clerkto Execute a License Agreement Between the City of Auburn and Boeing for At-Grade Crossing Assistant Director/City Engineer Selle stated that staff acknowledges that when the GSA property is developed utility lines will need to cross through the easement and the City will have the ability to do so with this agreement, in response to a question asked by Chairman Wagner. Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner regarding the parameters of the licensing agreement. Member Osborne asked aboutfunding. Assistant Director/City Engineer Selle stated that there is a fee ofi$200.00 per year for the right to have the crossing which will be a general fund expense. It was moved by Vice-Chair Peloza, seeonded by Member Osborne, that the Committee recom.mend City Council adopt Resolution No. 4962. Motion carried 3-0. IV. DISGUSSION ITEMS A. Ordinance No. 6469 (Tate) Ordinance No. 6469- 2012 International Building Code Interim Planning Director Tate provided background information regarding the ordinance and the City's and State's building code. Tate explained that the International Building Codes, adopted by Washington State, are updated everythree years. Following the update of the intemational codes, in Washington State, the Washington State Building Code Council reviews the international, codes and determioes what is appropriate for amendment on a statewide basis. When the State Building Code Council took its action in May 2013, the statute states that the new building code goes into affect J u ly 1 st. Interim Planning Director Tate stated that the draft amendments of title 15 are to change atl of the`references from 2009 to 2012 international codes and to update the City's procedural requirements and standards for processing application, reviewing forcompletenessand determining fees. Tate noted thaf the amendments being presented have gone through the Planning Commission and Public Hearing processes and have also been reviewed by the Planning and Community Development Committee. Page 4 of 70 Tate stated the three substantive changes are the establishment of language for how the City determines the request for refund following the issuance of a permit, tfie establishment of the authority to determine permit fees differently for work.done without a permit; and provides clarifcation regarding building offcials' decision making when it comes to issuing a final certificate of occupancy. Interim Planning Director Tate responded to a question asked by Vice- Chair Peloza regarding rental occupancy. Interim Planning Director responded to a question asked by Member Osborne regarding additional updates that may be made to the existing building code, following staff review and discussion. Chairman Wagner asked if City staff had any opportunity to proVide the State with 'input in regard to the building code updates. Tate answered that the City has been active in the code update process. Interim Planning Director Tate answered questions asked by Chairman Wagner regarding the Governor appointment State Building Code Council. At the request of Vice-Ghair Peloza, Tate discussed the benefits of the City being a member of 1CLEl. Interim Plan.ning Director Tate discussed the International Green Consfruction Code and responded to questions asked by Chairman Wagner regarding building sustainability guidance. Chairman Wagner asked for a Public Works executive summary of the chapter regarding green building code. B. Transportation Impact Fees (Webb) Transportation Manager Para sfated that there are a few downtown blocks that are exempt to transpoctation fees, which will be in place until June 2014, in response to a q"uestion asked by Member Osborne. Chairman Wagner stated that he supports the draft transportation impact fees, specifically the downtown fees, presented by staff.. Transportation ManagerPara responded to questions asked by Member Osborne regarding the rates listed in the Ordinance."fransportation Manager Para spoke about the acknowledgment of the lower trip generation produced by transit related uses and uses in close. to proximity to the Transit Station Page 5 of 10 Transportation Manager Para stated a lot of surrounding City's are using the same model as the City of Auburn, to recognize the lower tra�c impacts based on proximity to transit stations. The Committee and staff discussed the reduction in fees in the _. downtown area versus the benefit of potential economic growth. Traffic Engineer Webb, explained how the trip rate_ is calculated#or particular uses, in response#o.a question asked by Chairman Wagner. Traffic Engineer Webb responded that the trip rate for general'light industrial and general heavy ind.ust�iaf uses were combined in the old impact fee program under "indus4rial use'`with one rate and staff has updated the trip rate table, adding some uses, following questions asked by Chairman Wagner. Traffic Engineer Webb responded to questions asked by Chairman Wagner and Member Osborne regarding the increase in the trip rate for espresso stands. The Committee and staff discussed the transportation impact fee comparisons to other cities. Chairman Wagner spoke about the trip generation fee fora "manufacturing village° where more residentswould live within walking distance of their employment and asked that Public Works and Planning staff work together in updating those types of fees. Staff explained how the traffic analyses are reViewed to identify impacts. One of the things considered when calculafing trip generation is internalization, which would apply to larger developments that include retail/office space as well as residential. Transportation Manager Para stated thaf part of the impact fee process is for the projects on the impact fee list to be updated with new projects added and completed projects removed. Transportation. Manager Para stated that the estimated cost of the projec4s on the list are utilized to determine the amount of the impact fees and the City may only spend collected impact fees on those projects listed. Transportation Manager Para responded to questions asked by Chairman Wagner regarding the change in status of the Kersey Way project in the Transportation Improvement Program (TIP). Transportation Manager Para stated the cJraft transportation impact fees will be reviewed by the Planning and Community Development Committee and then be brought back to the Public Works Committee Page 6 of 10 for action. Transportation Manager Para and Traffic Engineer Webb responded. to questions asked by Member Osbome regarding the modeling for the impact fee program and the work performed by staff and the consultants. The Committee and staff discussed the proposed fees for the downtown area and potential for economic growth. C. Capital Project Status Report (Gaub) Item 10 — CP1302 —2013 Favement Patching Chipseal and Overlav Rroject: Assistant City Engineer Gau6 stated that staff identified the potential budget need for this project during the request for permission to advertise it and fhere will likely need to.be a budget adjustment within the 905 fund. The,actual amount will be based of the bid results. Item 21 = CP1122 — 30th Street NE Storm Improvements: Vice-Chair Peloza asked about the change to the design completion date. Assistant City Engineer Gaub stated the original scheduled design completion was August but the consultant has had some challenges with the line's alignmen# through a conges#ed corridor, delaying the design schedule slightly. The Committee asked for schedule delays be noted in the Sfatus field ofthe report. Member Osborne asked if the project completion date will be adjusted.Assistant City Engineer Gaub stated once the consultant`is further along in des'ign, sfaff will have a better estimate for fhe final consfruction schedule. D. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) Assistant City Engineer Gaub noted that the State had provided dates for the closure of the Neely Bridge over Green River SR18, July 26th through July 29th. E. Activities Matrix (Dowdy) Item E — Comprehensive Transportation Plan Update: Chairman Wagner asked how detailed the July 15th Committee presentation will be. Transportation Manager Para answered that staff is planning to discuss only the level of service policies with the Committee. ltem J — King County Flood Insurance Mailers — QualityCheck: Vice- Page 7 of 10 Chair Peloza asked that the status be updated to read, "Councilmember von Reicfibauer to Councilmember Dunn requesting notification to Aubum residents." Item K— Street Lamp Installation 112th & 295th Streets: Transportation Manager Para stated that he has not heard anytfiing from PSE as to the cost. Vice-Chair Peloza asked staff to follow up with PSE. F. Resolution No. 4970"` (Heid) A Resolution of the City Council of the City of Auburn, Washington, Approving and Interlocal Agreement Between the City of Auburn and the City of Pacific for Municipal Services Resolution No. 4970 was discussed prior to Discussion Item A. City Attorney Heid explained that the City of Pacific provided the City ofAuburn (the City} some pcelimina.ry ideas of the support they may need, but they wanted to have the opportunity to negotiate additional services as they put their city administrative infrastructure back together. It has been made very clear that if the City provides,support to the City of Pacific, it will be done so at a full cost recovery to fhe City. Chairman Wagner asked if the financial reports that have come out of the City of Pacifc are reliable:. Heid answered that he can not say if they are completely reliable, but the City will make sure the costs incurred are expected to be paid by the City of Pacific. City Attorney Heid stated that staff.is asking that the Mayor be given some authority to work on and negotiate fhe specifics of a payment schedule, in response to questions asked by Chairman Wagner. Chairman Wagnerasked that 30-day remittance of payment language be included in the contract: Chairman Wagnerspoke about potential impacts to the Public Works project schedule. Assistant Director/City Engineer Selle stated when the City of Pacific comes to Aubum with a request, staff will evaluate. the request, make a recommendation to the Mayor and the Mayor can then make the determination of whether or not support will be provided. Selle continued, explaining that type of assistance staff can readily provide. Chairman Wagner asked that language be included in the resolution providing guidance to the Mayor, stating that as the terms are negotiated, the City will not allow negative impacts on Auburn's own project schedule. City Attomey Heid stated that language can be included. City Attorney Heid stated that fhe agreement would not Page 8 of 10 exclude the possibiliry of Aubum hiring additional staff to provide support, however it would be on a full cost recovery, in response to a question asked by Member Osborne. Member Osborne stated that cost recovery was not his primary concern, but rather the woricload and burden to City of Auburn employees. The Committee and staff discussed the possibility of having to hire. Chairman Wagner asked that language be added tothe resolution stating fhat if additional human resources are requiretl, it would be on a consultant only basis. The Committee agreed. City Attomey Heid answered questions asked by Vice-Chair Peloza regarding the agreemenf and future negotiated terms which w'ill be included in the exhibits. Chairman Wagner asked 'if the Finance Committee will be overseeing the agreement since they will be the action committee. City Attomey Heid stated that the Mayor is the administrator of the agreement. The Committee and Ciry Attorney Heid discussed which committee should provide oversight for the agreement. Heid noted that ove�sight.is a I Council decision. Chairman VUagner asked that it be included`that there be the right reserved, forintemal purposes, to allow an oversight '� committee that may be different than the Finance Committee. Chairman Wagner asked if the City of Pacific will be needing mostly Public Works engineering support, IT support, Planning or clerical support. Assistant Director/City Engineer Selle answered that Pacific does not yet know inrhat type of support will be needed. Member Osbome spoke about liability. The Committee reached a consensus that the amount of lia6ility should be increased. Cify Attomey Heid stated that he will present the Committee's concem to the Finance Committee and Ciry Council. Assistant Director/City Engineer Selle pointed out that the Cit�r of Pacific is also working on enteririg into otherinterlocal agreements with other jurisdictions, so they will not be solely reliant on the City of Auburn. The Committee and City Attorney Heid continued discussion regarding the responsibility of the oversight of the agreement. The Committee is in support of adoption of Resolution No. 4970, as amended. V. ADJOURNMENT There being no further business to come before the Public Works Page 9 of 10 Committee, the meeting was adjourned at 5:09 p.m. Approved this 15th day of July, 2013. Rich Wagner, Chairman Jennife Cusmir; Public Works Department Secretary Page 10 of 10