HomeMy WebLinkAbout07-15-2013 - _ * Public Works Committee
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July 15, 2013 -3:30 PM
Council Chambers
"wnsHiNCTON MINUTES
I. CALL TO ORDER
Chairman Rich Wagner called,the meeting tq order at 3:30 p.m. in Council
Cha.mbers, located on the first floor of Aubum City Hall, 25 West Main
Street, Aubum, Washington..
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Osbome were
present. Also present during the meeting were: Mayor Pete B. Lewis,
Public Works Director Dennis Dowdy, City Engineer/Assistant Director
Dennis Selle, Assistant Ciry Engineer Ingrid Gaub, Utilities Engineer
Dan Repp, Transportation Ma.nager Pa610 Para, City Attomey Dan
Heid, Engmeering Aicle Amber Mund,Senior Project Engineer Jacob
Sweeting, Planning Manager Elizabeth Chamberlain, Traffic Engineer
James Webb, Street Systems Engineer Jai Carter, Sanitary Sewer
Engineer Bob Elwell, Water Utility Engineer Susan Fenhaus, Project
Engineer Seth Wickstrom, and Public Works Secretary Jennifer
Gusmir.
Members of the public in attendance included: Citizens Scot Pondelick
and Thomas Sauers.
B. Announcements
There were no announcements.
C. Agenda Modifications �
There was one agenda modification which transmitted a correct draft
of the July 1, 2013 meeting minutes and added Discussion Item G,
King County Reddington Levee Open House, to the agenda.
II. GONSENT AGENDA
A. Approval of Minutes
MemberOsbome and Vice-Chair Peloza noted Scribner's errors and
requested they be corrected.
It was moved by Vice-Chair Peloza,, seconded by Member Osbome,
that the Committee approve the Public VVorks Committee Meefing
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minutes for date, July 1, 2013, as amended.
Motion carried 3-0.
B.. Right-of-Way Use Permit No: 13-10 (Mund)
Aubum Days Festival a.nci Fun.Run
Engineering Aide Mund explained that Girl Dog Inc. and the Home
Plate Pub both have permitted uses in locations that Aubum Days has
utilized in the past, and the right-of-way maps were included with the
Auburn Days permit documents to make sure their uses are.still
accommodated. The accommodations are also noted in the special
conditions of the permit, in respoose to questions asked by Cha'iRnan
Wagner.
Engineering Aide Mund identified the applicant as Aubum Days, in
response to a question asked by Member Osbome. Engineering Aide
Mund stated that Auburn Days is an organization with a committee
and the City's contact for the Right-of-Way Use Permit'is Connie
Henke.
I,t was moved by Vice-Chair Peloza, seconded by Membee Osbome,
thaf the Committee approve Right-of-Way Use Permit No. 13-10 for
the Aubum Days Festival.
Motion carried 3-0.
C. Public Works Project No. CP0912 (Sweeting)
Project No. CP0912, 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 Osbome,
that the Committee recommend City Council grant permission to
advertise for bids for Project No. CP0912, Citywide Guardrail
Improvements Projects.
Mofion carried 3-0.
D. Public Works Project No. CP1207 (Truong)
Project No. CP1207, D Street Utility ImproVements
Chairman Wagner asked how the project is related to.the RPG
development, which will take place in the same vicinity. Assistant City
Engineer Gaub answered thaf Project No. CP1207 is not related to
the RPG development. The scope of the project includes the
replacement of an AC watermain, the removal of a sewerpump
station and installation of a gravity sewer system.
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Assistant Director/City Engineer S.elle noted that the developer will.be
making use of the utility improvements and in terms of the resurfacing
of D St�eet by the developer; RPG is not yet sure what work will be
done on the street in the future. Selle stated that the pavement will be
restored to the current condition as part of the scope of work for
Project No. CP1207.
Chairman Wagner asked:if the utility work could be completed at the
same time the developer is working on the street, making the
developer responsible for funding the pavement work.Assistant
Director/City Engineer Selle answered`that the projec't is too far ahead
of the development. Mayor Lewis asked if staff knew when the
development work will start. Selle stated that there is no approximate
start date for the.RPG development at this time. Assistanf
Director/City Engineer Selle noted that the City will not be making
streetimprovements to D Street; the City is only restoring the
pavement impacted fiy the ufility work.
Mayor Lewis asked staff if there is need for the utility
improvements. Staff confirmecJ fhat there is need. Mayor Lewis spoke
about the importance of obligating the funds in the current year.
Ass.istant Director/City Engineer Selle spoke about the benefit of
switching the sewer sysfem to a gravity line versus the pump station,
which is difficult and costly to maintain. Assistant Director/City
Engineer Selle also stated thaf 4he funds for the projectwere received
from the Port as part of wetland mitigation project and there is a time .
limitation for expending the funds.
It was moved by Vice-Chair Peloza, seconded by Member Osbome,
that the Committee recommend City Council grant permission to
advertise forbids for Project No. CP1207 , D Street Utilify
Improvements.
Motion carried 3-0.
III. RESOLUTIONS
A. Resolution No. 4964 (Webb)
A Resolution of the City Council of the Gity of Auburn, Washington,
Amending the City of Aubum Transportation Impact Fee Schedule to
Adjust for 2013 Fees
The Committee and staff reviewed the recommended updates to the
Transportation Impact Fee Rate Schedule.
Traffic Engineer Webb explained that inste.ad of square feet, the
independent variable 6eing used to calculate the fees for schools is
per student, m response to a question asked by Chairman Wagner.
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Member Osbome asked why there is not a reference to the ITE
Manual, Ninth Edition, rate calculations instead of an entirely different
table included in the fee schedule. Traffic EngineerWebb explained
that the City does not use the straight ITE trip generations rates, 6ut
rather makes additional calculations and adjustments to account for
other factors such as the trip leng4h. The ITE code and basic trip rates
are used but the City then makes several subsequent adjustments to
develop the City's fee.
Webb stated that staff included the most common land uses in the fee
rate schedule table and can refer bacK to the ITE Iularival to calculate
fees for any land uses not included in 4he schedule.
Traffic Engineer Webb answered questions asked by Member
Osborne regarding potential trip generation fees for parks constructed
by developers and how those fees may be calculated using the ITE
ManuaL
Vice-Chair Peloza asked what the drivers are for the reduction in
industrial, lodging and residential trip fees. Webb stated that a
combination of factors affect the fees including: the ITE Manual rate
has gone down slightly, the existing deficiency ofthe transportation
system may have been a factor, and the revised project estimates for
projects listed in the Transportation Improvement Program (TIP)
have affected the fees.
Traffic Engineer Webb explained that the Downtown trip fee schedule
is new and that there is no previous schedule to compare it to, in
response to a question asked by Vise-Chair Peloza.
Chairman Wagner asked why there is a difference between the trip
fee for Hardware/Paint Stores and Home Improvement .
Superstores. Traffic Engineer Webb answered that the ITE defines a
paint store differently than a Home Improvement Superstore because
the superstore would have a.greater square footage and therefore
would generate more trips.
Traffic Engineer Webb answered questions asked by ChaiRnan
Wagner regarding the trip reduction fee for High TumoVer Restaurants
and Drive-Thru Espresso Stands.
The Committee and staff reviewed the Transportation Impactfee
Table 1.
Traffic Engineer Webb responded to a question asked by Vice-Chair
Peloza regarding the Downtown Fee Reduction
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Percentages. Chairman Wagner asked about the data that d�ove the
recommended reductions of the Downtown fees. Transportation
Manager Para stated that a combination of local data and data from
neighboring jurisdictions was used to develop the percentages. Para
noted that the local data,studies and analysis, are probably more
accurate fhan the national ITE studies.
The Committee, Mayor Lewis and staff discussed the differences
between local data versus national dafa provided by ITE.
The Committee and staff reviewed the comparisons with other
jurisdictions table.
Traffic Engineer Webb re.sponded to questions asked by Mayor Lewis
regarding the difference in the General Office fees of the City of
Auburn and the City of Federal Way. Mayor Lewis commented that
the City's direct competition, the City of Federal Way, fee for general
office space is approximately$2.50/ sq ft lower.
The Committee and Mayor Lewis discussed how to�be more
competitive when encouraging certain types of development.
Assistant Director/City Engineer Selle answered questions asked by
Chairman Wagner and Mayor Lewis regarding street improvement
requirements in the downtown area.
Chairman Wagner asked that a follow-up analysis of the fee structure
and the impacts on compefifive economic development be competed
_ and asked that the presentation of fhe analysis to the Committee b'e
added to the action tracking matrix. Mayor Lewis suggested Public
Works staff work with Planning and Development stafF on the analysis
together and the results be taken to both the Public Works Gommittee
and Planning and Community Development Committees.
The Committee asked that Resolution No. 4964 be moved forward to
the City Council Meeting for adoption.
It was moved by Vice-Chair Peloza, seconded by Member Osbome
that the Committee recommend City Council adopt Resolution No.
4964, as amended, correcting the percentages.
Motion carried 3-0.
B. Resolution No. 4971 (Elwell)
A Resolution of the City Council of the City ofiAuburn, Washington,
Authorizing the Mayor to Ezecute a Payback Agreement for a
Developer's Extension (Kersey Water Improvements) Between fhe
City of Aubum and Kersey 3 LLC
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Sanitary Sewer Engineer Elwell reviewed the payback agreement
process for both the water improvements and sewer extension.
Elwell explained that at the point that the developer and City had
reached a fair distribution ofthe cost for the improvements; the City
prepared a 21-day letter which went out to all of the property owners
that may be affected by the payback agreement. In the letter staff
specified what the improvements are, the amount property owners
could be charged, depending on how they develop their property, and
staff also emphasized, in the letter, that property owners would not be
subject to any payback fees unless they actually connect to the City
water and sewer utilities in the fufure.
Chairman Wagner stated that his primary concern is sewer and asked
if a property owner's sep4ic system fails would they be required to
connect to Ciry sewer, as stated in the current City policy. Assistant,
Director/City EngineerSelle answered that the property must be w'ithin
a certain distance of the City sewer for tha# policy to apply. Sewer
Utility Engineer Elwell stated that the property must be within 200 feet
of a sewer line per both County and City requirements.
Assistant Director/City Engineer Selle stated that the payback
agreement would only apply when and if a property owner connects to
eitherwater or sewer in the future. In the case of the sewer utility, if
properties were developed and a sewer Local Improvement District
(LID) was formed, or if the property's septic system fails and the
property is within 200 feet of sewer service, the property owner would
have to connect and the payback agreement would be enforced. No
payback fees are paid until the property is actually connected to the
City's utility system.
Assistant DirectoNCity Engineer Selle continued, explaining thatthe
letters mailed to property owners also directs them to the City's
website, where there are larger maps and on the website it is also
emphasized that the payback agreement only applies when the
property owner connects to the City's water and sewer
systems. There is also a dedicated phone line and email address for
people to call with questions and the opportunity to schedule meetings
with City staff to discuss the agreements.
Assistant Director/City Engineer Selle stated that staff has received no
protest from property owners.
Chairman Wagner asked City Attomey Heid if the explanation of the
word "owner" used in the agreement is adequate. City Attomey Heid
stated that the agreement being used is a standard agreement which
speaks to the ownership of the property and the wording is
standard. City Attorney Heid stated that he has no concern haVing no
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definition for the term "owner" however changes could be made to
clarify.
Chairman Wagner asked ifithe City has the ability to recuperate the
cost for removing illicit sewer connections. City Attorney Heid stated
that there are several statutes that address the recovery of water and
sewer rights and costs.
The Committee and City Attomey Heid discussed the owner
obligations assigned by the payback agreement and whether or not
the definition of owner be more rigidly defined.
Assistant Director/City Engineer Selle and Sewer Utility Engineer
Elwell responded to questions asked by Member Osbome regarding
the properties identified on the map.
It was moved by Vice-Chair Peloza, seconded by Member Osbome,
that the Committee recommend City Council adopt Resolution No.
4971.
Motion carried 3-0.
C. Resolution No. 4972 (Elwell)
A Resolution of the City Council of the City ofiAubum, Washington,
Authorizing the Mayor to Execute a Payback Agreement for a
DevelopePs Extension (Kersey Sewer Extension) Between the City of
Aubum and Kersey 3 LLC
Sewer Utility Engineer Elwell explained to the Committee howthe
developer divided the basin into three different areas in order to more
fairly distribute sewer extension charges to property owners. The
Committee reviewed the larger scale map provided by Sewer Utility
Engineer Elwell. Assistant DirectorlCity,Engineer Selle and Sewer
Utility Engineer Elwell explained the different requirements and costs
for the three different segments.
Sewer Utility Engineer Elwell responded to questions asked by
Member Osborne regarding the cost to property owners that connect
to the City sewer utility.
Assistant Director/City Engineer Selle stated that because there was
not a large expenditure inVolved, the developer chose not to applyfor
a storm utility payback agreement, in response to a question asked by
Chairman Wagner.
Assistant DirectodCity Engineer Selle answered questions asked by
Chairman Wagner regarding the size of the storm facility constructed
by the developer.
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Sewer Utility Engineer Elwell stated that letters were sent out to
approximately 230 properties, in response to a questiort asked 6y
Vice-Chair Peloza.
It was moved by Vice-Chair Reloza, seconded by Member Osbome,
that the Committee recommend City Council adopt Resolution No.
4972.
Motion carried 3-0.
D. Resolution No. 4973 (Truong)
A Resolution of the City Counal of the City of Auburn, Washington,
Authorizing the Mayor and Gi_ty Clerk to Execute an Agreement
Between the City of Auburn and the Lowest Responsible Bidder for
Pubtic Works Contract Number 13-07 Project Number CP1120 Lea
Hill Safe Routes to School 9mprovements
Assistant City Engineer Gaub reviewed the scope of the project with
the Committee. Gaub identified the locations of the schools on the
vicinity map.
Mayor Lewis stated that the school district supports the project.
In response to a question asked by Member Osbome, Assistant City
Engineer Gaub explained that the resolution authorizes tfie Mayor to
award the contract to the lowest responsible bidder for the project as
long as the total anticipated costs ofthe project and the bid amount.
does no# exceed the budgeted amount for the project, which is
$432,500.00. in response to a quesfion asked by Member
Osbome. Assistant City Engineer Gaub reviewed the cost of all of the.
activities included in the projecYs budget and spoke a6out how the
contract will be awarded following adoption of Resolution No. 4973, in
response to questions asked by Member Osbome.
Assistant City Engineer Gaub noted that there is a deadline by which
the funds for the project must be allocated to meet the grant
requirements.
Chairman Wagner suggested that the wording in future resolutions
authorizing the Mayorto award contracts be updated.
It was moved by Vice-Chair Peloza, secqnded by Member Osborne,
that the Committee recommend City Gouncil adopt Resolution No.
4973.
Motion carried 3-0.
E. Resolution No. 4975 (Wickstrom)
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A Resolution of the City Council of the City of Auburn, Washington, .
Authorizing the Mayor to Award and Execute an Agreement with tFie
Lowest Responsible Bidder for Construction of Public Works Contract
Number 13-06 for Project Number CP1302, 2013 Pavement,
Patching, Chipseal, and Overlay Project
Mayor Lewis and the Committee discussed the benefit ofithe wording
in Resolution No. 4975 remaining more flexible so the project can be
expanded iffunds are available. Chairman Wagner asked that
citizens be provided with more educational materials regarding the
chipseal process and how/when to travel over chipsealed
streets. Project Engineer Wicksfrom stated that 4he information can be
included on the project flyers for the local streets.
Mayor Lewis and Director powdy addressed questions asked by Vice-
Chair Peloza regarding the condition of the double chipseal on 320th
Street. The Committee and staff discussed whether or not tight tums
are good candidates fordouble chipseal treatments. Chairman
Wagner asked staff to conduct research on the matter and asked that
the item be placed on the action tracking matrix. Vice-ChairPeloza
noted that the chipseal treatment atthe tum at 105th StreeU320th
Street has not deteriorated.
It was moved by Vice-Chair Peloza, seconded by Member Osbome,
that the Committee recommend City Council adopt Resolution No.
4975.
Motion carried 3-0.
IV. DISCUSSION ITEMS
A. Senior Utility Discount and Rebate Program (Coleman)
Finance Director Coleman stated that the costs of the utility discount
and rebate program are covered Liy the utility funds, in response #o a
question asked by Vice-Chair Peloza.
MemberOsbome asked if King County has a similar rebate
program. Finance Director Coleman answered that they do not.
B. May 2013 Financial Report {Coleman)
Finance Director Coleman answered questions asked by Chairman
Wagner regarding Municipal Court and Probation decrease in year-fo-
date expenditures for 2013 versus 2012.
Finance Director Coleman.answered questions asked by Vice-Chair
Peloza regarding the operating loses in the utility funds.
Chairman Wagner spoke about the addition of the phasing in of the
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sewer utility depreciation. Finance Director Coleman explained the
reasons Sewer-Metro Utility;shows an operating loss, in response to a
question asked by Chairman Wagner. One reason is the manner by
which the County bills and the City remit payment for
services. Another reason is a past decrease in waterflows and
usage. Finance Director Coleman spoke about the rolling quarterly
billing system.
Finance Director Coleman stated that she would provide the
Committee with additional information regarding the utilities' accounts
receivable and working capital.
C. Comprehensive Transportation Plan Updates (Webb)
Traffic Engineer Webb distributed copies ofthe sections of the
Comprehensive Transpo�tation Plart related to Levels-of-Service,
secfion 2 and section 5.
Chairman Wagner asked if other jurisdictions measure levels-0f-
service based on comdors. Traffic Engineer Webb stated that the
most common measure used by the majority of jurisdictions is
intersection based levels-of-service, but there are jurisdiction that
review corridors as welL There are also jurisdictions, such as the City
of Seattle, that use screenlines.
Chairman Wagner asked ifistaff receives any complaints about
specific intersections. Transportation. Manager Para said fhat.system
wide, the City is in good shape in 4erms of levels-of-service. There are
a couple of locations nearthe state route ramps that are difficult to
coordinate. Transportation Manager Pa.ra also spoke about fhe p.m.
peak capacity issues on Auburn Way South.
Mayor Lewis asked, from staff's perspective, which method or
measurement is more valua6le, corridor or intersection. Assistant
Director/City Engineer Selle stated that staff preferred to utilize both
methods.
Chairman Wagner spoke about his concerns regarding level-of-
service for traffic traveling in the east/west direcfion. Mayor Lewis
noted that developers have not have concems regarding easUwest
traffic flow. Chairman,Wagner requested that some analysis be done
on eastlwest traffic levels-of-service.
Chairman Wagner suggested not focusing too much on regional
coordinafion but more consideration be given to bicycle transportation,
using the information gathered from the Bicycle Task Force.
Chairman Wagner asked that Amtrak be mentioned in the
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Comprehensive Pian.
It was al.so recommended by Chairman Wagner that the addition of
the traffic impact fees in the downtown area and the expansion of
transit options be included in the plan.
Chairman Wagnerasked fhat the section on air transportation be
expanded. Chairman Wagnerspoke about the importanse of the area
around the airport and economic development. The Committee and
Mayor Lewis discussed FAA restrictions.
Assistant Director/City Engineer Selle stated that the Transportation
Comprehensive Plan is an element of the City's overall
Comprehensive Plan, which is updated annually as needed, in
response to a question asked 6y Chairman Wagner. �
Transportation Manager Para said that other than traffic impact fees
and frontage improvements there are generally no priva#e sector
contributions to transportation projects. Vice-Chair Peloza spoke
about the possibility of citizens bequeathing their estates to the City to
the transportation system.
Member Osbome recommended enhancing the transit section of the
plan so it may be used by Metro when they set their guidelines, which
may be beneficial to the City. Transportation Manager Para stated that
staff is looking into levels-of-service related to transit.
Chairman Wagner noted that the City's willingness to form
transportation partnerships should be included in the Plan. Mayor
Lewis agreed.
Member Osbome spoke aboutthe City's lack of a transit system and
connects to the Sounder Train. Mayor Lewis discussed ways to
increase the City's opportunity to become a transfer/transit hu6 and
the benefit ofisuch.
D. Capital Project Status Report (Gaub)
Item 4 — C201A — M Street Underpass: Chairman Wagner asked ifi
there is some artwork included in the projecYs scope. Assistant City
Engineer Gaub stated that artwork was discussed with the committee
during the design phase, but was not included in the final project
scope.
Item 18 — CP1109 — 2011 Storm Pipeline Renair and Re�lacement
Phase 2: Assistant City Engineer Gaub noted that the advertisement
for bids date has been changed from July to September because
there are some underground conflicts that need to be designed
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around causing a slight delay.
Assistant City Engineer Gaub stated that staff is starting to use
Microsoft Project software recently installed to manage smaller
projects, in response to a question asked by Member Osbome.
E. Significant Infrastructure Projects by Others - Public Works Status
Report (Gaub)
Item 2 - 15th Street NW Gas Line: Assistant City Engineer Gaub
stated that the gas line is in and the majority of the pavement
restoration is complete. Additional work to replace the pavement still
needs to be completed on M Street NW in an area where the City
requested it be redone.
Member Osborne asked about work being done on the east side ofR
Street between 2nd and 3rd Streets NE. Assistant City Engineer Gaub
stated that FSE is replacing gas lines and doing some directional
drilling.
Item 8 — SR 18 Neelv Bridae_Imqrovements: Director powdy noted
that there will be regional detours tfi�ough the City due to the closure
ofeastbound SR 18. Assistant City Engineer Gaub stated that there
will be a complete closure of east bound SR 18 that will affect traffic
over the last weekend in July. There is ofher work the State is
planning on SR18 that may affect traffic for several weeks but does
not involve a full closure of SR18. Assistant Director/City Engineer
Selle distributed maps for the state's unofficial.detour routes to the
Committee.
F. Action Tracking Matrix (Dowdy)
Item A— Active Capital Improvement Frojects Map: Assistant City
Engineer Gaub Presented the updated rriap tothe Committee.
Item K— Street Lamo Installation 112th & 259th Street: Vice-Chair
Peloza askedforan update. Transportation Manager Para reported
that staff has heard back from PSE and the light has been added to
the list of street lights to be installed; Transportation Manager Para
stated that staff is still compiling the list of street lights to be installed
under the Mayor's authority.
G. King County Reddington Levee Open House (Dowdy)
Director powdy stated that the open house was not very well
advertised by King County and was not well attended. Director
Dowdy reported that fhere was no information discussed at the
meeting fhat staff and the Council were not already aware of.
Director powdy also said that the project is being very well
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coordinated.
H. Additional Discussion
Chairman Wagner and Mayor Lewis discussed the Lakeland Hills
Estates development and potential required improvements to Kersey
Way.
Chairman Wagner stated that he would follow up with the Interim
Planning Director regarding the improvement requirements for the
plat.
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjoumed at b:53 p.m.
Approved this 5th day of August, 2013.
\
Rich Wagner, Chairman Jennifer Cusmir, Public Works Department Secretary
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