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HomeMy WebLinkAbout07-15-2013 - _ * Public Works Committee cinoF: ,:1�: - .. 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 Page 1 of 13 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. Page 2 of 13 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. Y ' Page 3 of 13 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 Page 4 of 13 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 Page 5 of 13 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 Page 6 of 13 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. Page 7 of 13 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) Page 8 of 13 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 Page 9 of 13 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 Page 10 of 13 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 Page 11 of 13 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 Page 12 of 13 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 Page 13 of13