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HomeMy WebLinkAbout10-07-2013 10-7-2013 * Public Works Committee A ci rroF_ .� � �. October 7, 2013 - 3:30 PM U' ' URN Annex Conference Room 2 WASHINGTON 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, Planning and Community Development Committee Chairman Nancy Backus, Vice-Chair John Holman, Committee Member Largo Wales, Council Member John Partridge, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Maintenance and Operations Manager Randy Bailey, Engineering Aide Amber Mund, Traffic Engineer James Webb, Street Systems Engineer Jai Carter, Storm Drainage Engineer Tim Carlaw, Senior Project Engineer Jacob Sweeting, Senior Project Engineer Ryan Vondrak, Project Engineer Robert Lee, Planning Manager Elizabeth Chamberlain, Principal Planner Jeff Dixon, Planning Director Nancy Welch, Finance Director Shelley Coleman, City Attorney Dan Heid, Government Relations Manager Carolyn Robertson, Economic Development Manager Doug Lien, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included: Yolanda Trout, Adam Knoll representing MultiCare, John Manavian and Tamara Thompson representing the Robertson Properties Group/Auburn Properties, LLC. B. Announcements 1 . Joint Meeting Announcement A Joint Meeting of the Public Works and Planning and Community Development Committees is to begin at 4:00 p.m. and will end at the conclusion of Discussion Item A. A joint meeting of the Public Works Committee and Planning and Community Development Committees is to begin at approximately 4:00 p.m. and will end at the conclusion of Discussion Item A. Page 1 of 13 C. Agenda Modifications There were no agenda modifications. 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, November 16, 2013. Motion carried 3-0. B. Right-of-Way Use Permit No. 13-29 (Mund) Auburn Parks, Arts and Recreation Veterans Day Parade Member Osborne asked if construction on Park Avenue will be complete by the date of the parade. Mayor Lewis answered that Park Avenue will be open. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-29 for the Auburn Parks, Arts and Recreation Veterans' Day Parade. Motion carried 3-0 C. Right-of-Way Use Permit No. 13-30 (Mund) Auburn Parks, Arts and Recreation Santa Parade There were no questions from the Committee. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-30 for the Auburn Parks, Arts and Recreation Santa Parade. Motion carried 3-0. D. Right-of-Way Use Permit No. 13-31 (Mund) Auburn Parks, Arts and Recreation Halloween Harvest Festival There were no questions from the Committee. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-31 for the Auburn Parks, Arts and Recreation Halloween Harvest Festival. Motion carried 3-0. E. Right-of-Way Use Permit No. 13-33 (Mund) MultiCare Health System - Installation of Two 4" Conduits Crossing Page 2 of 13 1st St NE Vice-Chair Peloza asked if the 5-year term for the permit was a standard length of time. Engineering Aide Mund answered that the longest term for which a Right-of-Way Use Permit may be issued is 5 years, unless the permit goes to the full City Council for approval. Engineering Aide Mund explained that the applicant is installing two 4" conduits and they are still working on their engineering and construction plans for completing the work, so staff does not have the exact project details at this time, in response to a question asked by Vice-Chair Peloza. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-33 for installation of Two 4" Conduits Crossing 1st St NE by MultiCare Health Systems. Motion carried 3-0. F. Annual On-Call Survey Agreement Amendment (Gaub) Annual On-Call Professional Service Agreement for Survey Services (AG-C-358) Chairman Wagner asked if the City completes any survey work or if survey work is all contracted out. Assistant City Engineer Gaub answered that City staff does the majority of surveying related work and the contract is used when City staff has more work to do than they are able to complete in-house. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council an amendment to the Annual On-Call Professional Service Agreement for Survey Services (AG-C-358) for 2013. Motion carried 3-0. G. Public Works Project No. C524A (Lee) SCADA System Improvements Project Engineer Lee reported that there are currently 30 out of 36 sites converted over to the new SCADA system. Chairman Wagner asked if there are problems with the remaining 6 sites. Lee answered that there are no problems, they are just not yet converted. Vice-Chair Peloza asked why there were so many change orders for the project. Project Engineer Lee explained that the work is being completed under a technology service agreement and there have been issues and existing field conditions that were unknown in the beginning, or that have come up as the project has moved Page 3 of 13 forward Those issues have been addressed but were not anticipated in the original scope of work. Many of the issues were various things that needed to be done in order to connect the City's system to the SCADA system, such as utility equipment upgrades. Staff was also working on opportunities to maximize the use of current facilities Chairman Wagner spoke about the possibility of reviewing the process of design/build projects and asked staff to try and provide the Committee with more information regarding the number of expected change orders for future design/build projects. Member Osborne asked about the affect of the change orders on the project budget. Project Engineer Lee stated that previous change orders, 1 through 16, each contained one item and change orders 17 and 18 include multiple changes. Lee explained that change order 17 is for modifications to an existing utility system in response to the SCADA updates, where the City is enhancing performance. Change order 18 adds sites that were not on the original project scope but were funded within the utility project budgets separate from the SCADA project. Member Osborne noted that in February 2011 the project's estimated cost was $4.6M and the current estimated cost is $5.8M and asked for a break down of the costs of the items on the change orders. Project Engineer Lee stated that on change order 17, a magnetic flow meter, is being added at the Green River Pump Station, which is a site improvement that allows the City to measure the flow at the pump station. The second item includes three upgrades at three separate sites. Project Engineer Lee pointed out that the change orders address changes to the actual sites and not the SCADA system. Lee said that some of the upgrades to sites were anticipated by staff and others were not. Project Engineer Lee answered questions asked by Vice-Chair Peloza regarding upgrades to the facilities' lock and security systems, which were included in the SCADA project. Utilities Engineer Repp explained that the funds for the change orders, number 17 and 18 in particular, are coming from existing projects that had SCADA monies already budgeted into the project costs. The funds budgeted for the individual utilities projects for SCADA upgrades are now being transferred to the SCADA Systems Update project as the preferred technical option to implement the needed improvements. Utilities Engineer Repp clarified that approximately a third of the increase of the project's cost is being transferred from existing Page 4 of 13 projects, in response to a question asked by Chairman Wagner. Mayor Lewis stated that while constructing the SCADA system, staff realized there were other advantages to including other parts of the existing system to improve the entire system, which staff did not understand at the project's start. Mayor Lewis stated that the current project contract has provided the freedom to modernize the system as the project is completed. Mayor Lewis requested staff present a review of all of the project accomplishments and lessons learned during completion of the project at a Committee meeting. Director Dowdy spoke about the value gained by the project. Director Dowdy recommended the Public Works Committee and staff visit the Maintenance and Operations offices to see the system's new capabilities. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council approve Change Order No. 17 in the amount of $107,595 07 to Contract No. AG-C 401 for Work on Project No. C524A, SCADA System Improvements. Motion carried 3-0. H. Public Works Project No. C524A (Lee) SCADA System Improvements It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council approve Change Order No. 18 in the Amount of $243,747.42 to Contract No. AG-C 401 for Work on Project No. C524A, SCADA System Improvements. Motion carried 3-0. III. DISCUSSION ITEMS A. Robertson Properties Group/Auburn Properties LLC Status Report - Starting at 4.00 p.m (Dixon / Thompson / Manavian) Robertson Properties Group/Auburn Properties LLC Status Report on the Auburn Gateway Project to Members of the Public Works and Planning & Community Development Committees as Part of a Joint Meeting The joint meeting of the Public Works and Planning and Community Development Committees commenced at 4:13 p.m. John Manavian and Tamara Thompson, representing Robertson Properties Group/Auburn Properties LLC (RPG), were present to Page 5 of 13 provide a status update of the Auburn Gateway Project (redevelopment of the Valley 6 Drive-In). Mr. Manavian provided the Committee with a brief background summary of the project and spoke about RPG's pre-leasing activities. Vice-Chair Peloza asked for more details regarding storm water management and critical area mitigation. Mr. Manavian, referencing the Exhibit B site plan, identified the portion of the site located in the flood plain and spoke about the process of removing the property from the flood plain. There is also a storm detention area near the NE portion of the site that, RPG's engineers are working on and will become part of a stream relocation and bicycle/pedestrian trail area. Wetland areas have also been identified with associated buffers. Mr. Manavian noted that the project's master plan is still being further refined. Mr. Manavian stated that RPG is very satisfied with the work that staff has done acquiring funds for the design and permitting of S 277th Street project and said that RPG has entered into a participation agreement for grants for the construction of the project, in response to a question asked by Chairman Wagner. Ms. Thompson stated that RPG has had an on-site meeting with the WA State Department of Fish and Wildlife to determine the classification of the different streams that are in and around the development site, in response to a question asked by Vice-Chair Peloza. Ms. Thompson said that RPG has been able to address the site according to how the streams will be classified. Mr. Manavian and Ms. Thompson spoke about relocation of one of the streams on the property. Mr Manavian answered questions asked by Chairman Wagner regarding the flood plain mapping in the area. Mr. Manavian, the Committees and Mayor Lewis discussed the type of retail tenants that RPG is trying to bring to the area. Mr. Manavian described what type of housing may be included in the project, in response to a question asked by Chairman Wagner. He noted that since housing is required to be located above other uses, identification of the other uses must come first. Planning and Development Committee Chair Backus answering a question asked by Chairman Wagner stated that there are specific mixed-use design guidelines similar to those for the downtown area Principle Planner Dixon confirmed that there are specific architectural and site design guidelines that apply for the project area. Page 6 of 13 The Committees and Mr. Manavian continued discussion of the type of retail tenants that may considering the project location, in response to a question asked by Planning and Community Development Committee Member Wales. Chairman Wagner asked if RGP is concerned with any of the airport flight plans. Mr. Manavian answered that flight plans and/or air traffic are not anticipated to be an issue. Chairman Wagner noted that the Airport Master Plan is in the process of being updated. Vice-Chair Peloza asked about the project schedule. Mr. Manavian responded that the project is approximately 2-3 years away in terms of any tenants and the brokers have told him that the timeline partially depends on improvement of the economy. Planning and Community Development Committee Chair Backus asked if there are any other factors that would influence a retailer's decision to expand to the area. Mr. Manavian answered that the primary factors are the economy and demographics of the proximity of population density. Planning and Community Development Committee Vice-Chair Holman commented of the favorability of the demographic report provided by RPG as part of their pre-leasing market research. Mr. Manavian noted that the executed development agreement provides for twice annual status reporting to the city and requested that the next update be postponed until July 2014. The Committees granted the request. Planning and Community Development Committee Backus asked for three talking points for the project that City Councilmembers could share with citizens Mr Manavian responded that the emphases of the project is the fact that it is mixed-use project with a deliberate, well thought out master plan with a strong tenant mix. RGP is also working very hard to work through all of the very complicated infrastructure needs in the project area. The joint meeting concluded at 4:44 p.m. B Ordinance No. 6482 (Chamberlain) An Ordinance of the City Council of the City of Auburn, Washington, Amending Sections 3.60.036, 3.94.040 and 3.94.060 of the City of Auburn Code Relating to Tax Exemptions Discussion Item B was discussed prior to Discussion Item A. Planning Manager Chamberlain provided the Committee with background information regarding Ordinance No. 6482. Page 7 of 13 Chamberlain explained that the City has received two requests to amend the City's Multifamily Property Tax Exemption. The applicants are Landmark Development who is proposing a 5 story, 126 unit mixed-use housing project and Teutsch Partners LLC who is proposing a market rate project that could be either senior housing or apartments and the City has been working with on a purchase and sale agreement for the two southern blocks that the City owns within the Downtown Catalyst Area. Both development companies requested that the City review the minimum unit per unit investment that is included in the Multifamily Property Tax Exemption, which is currently $200,000.00 per unit. The Multifamily Property Tax Exemption has been in place since 2003, but no developer has taken advantage of the program since its adoption. The two developers have both requested a $130,000.00 per unit investment. Planning Manager Chamberlain stated that this investment will allow them to do a Seattle market type product even though the City of Auburn does not get Seattle market renting prices. Chamberlain reported that staff has review the Multifamily Property Tax Exemptions in other jurisdictions, Olympia, Kent, Seattle, and Federal Way, and none have a minimal investment. During discussion, the Planning and Community Development Department recommended not having a minimum investment for the City's catalyst area. Planning Manager Chamberlain stated that the Planning and Community Development Committee was supportive of modifying the code language to not have a minimum investment value per unit for an entire market rate project but the project must have a minimum of 50 units. The Committee recommended that the minimum investment value per unit be $130,000.00 for a combination market rate/affordable housing project. Staff also proposes to amend when the application for the Multifamily Property Tax Exemption is required to be submitted and change the submittal prior to certificate of occupancy. Vice-Chair Peloza stated that his primary reason for supporting the proposed Ordinance is that the developers will maintain a high level of finish and amenity. The Public Works Committee decided to make the motion to move the Ordinance forward to City Council. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council introduce and adopt Page 8 of 13 Ordinance No 6482. Motion carried 3-0. C. Resolution No. 4999 (Chamberlain) A Resolution of the City Council of the City of Auburn, Washington, Amending Resolution No. 4920 Related to Temporary Reduction of Certain Fees by Changing the Eligibility Date Discussion Item C was discussed prior to Discussion Item A. The Public Works Committee decided to make the motion to move the Resolution forward to City Council. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4999. Motion carried 3-0. D. Recent Storm Event (Repp/Carlaw) Discussion Item D was discussed prior to Discussion Item A. Utilities Engineer Repp and Storm Drainage Engineer Carlaw distributed handouts that document rainfall to the Committee. Utilities Engineer Repp reported that the cumulative rainfall September 28th through October 1 st was approximately 3 5" which translates into a 12-year storm event and was not a rare event. Utilities Engineer Repp explained how rainfall probabilities are calculated, following a question asked by Chairman Wagner. Utilities Engineer Repp noted that some of the storm issues in the month of September have been submerged roadways and the largest roadway issue was on 37th Street, which staff believes is attributable to construction socks that were left during the chipsealing work which was in process at that time. Repp stated that although there were some nuisances, the storm system is performing well. Using an aerial map, the Committee and staff discussed a storm drainage problem on the West Hill that was reported to the City by a citizen. Utilities Engineer Repp explained that staff will begin developing a long term plan for the storm drainage systems in both the West Hill and Lea Hill areas as part of the Storm Drainage Comprehensive Plan update. Repp stated that Storm Drainage Engineer Carlaw and the Page 9 of 13 consultant have developed a scope of work for the plan update and staff hopes to bring it to the next Committee meeting for review. E. Review of Chipseal and Striping Feedback from Community (Para) Member Osborne spoke about two problems citizens reported to him regarding chipseal treatment becoming too sticky and paint used for striping being very thick and spraying up along the side of a vehicle when the driver crossed over the stripe. Chairman Wagner asked if the county is using a thicker paint for striping than they have in the past. Transportation Manager Para answered that Pierce County does use a different type of paint than King County, but the paint is not so thick that it would produce the types of results on vehicles that Member Osborne had described. Director Dowdy spoke about the problems with the chipseal treatment. Director Dowdy stated that staff believes in some locations there was a little too much oil used in the treatment during days with lower temperatures and the treatment did not cure properly Transportation Manager Para reported that Pierce County has almost completed all of the striping citywide and there have only been a few comments from drivers. Chairman Wagner asked how the striping is protected while it dries. Para stated that the county uses trucks with message boards to alert drivers to the wet paint, pilot cars, and place cones on the fresh paint. The cones are in place until the paint dries, which takes minutes, depending on the temperature. Transportation Manager Para stated that the paint should not be so thick as to splash up on cars, but may be tracked on tires. Chairman Wagner asked if there are any issues striping on the double chipseal treatments. Transportation Manager Para stated that any time new pavement is striped, some of the paint is absorbed by the asphalt and the roadway needs two coats of paint. Para noted that the specifications for the contract with the county include two paint passes. Assistant Director/City Engineer Selle stated that staff will be changing the specifications for chipseal treatments to better control the amount and type of emulsion used and the locations where chipseal treatments are applied, in response to a question asked by Chairman Wagner. Transportation Manager Para, answering a question asked by Chairman Wagner, said that there will be no local roads being treated with double chipseal in 2014, but the arterial streets have yet to be selected for their program. Page 10 of 13 Director Dowdy spoke about chipseal treatments that are being used throughout the state and full road recovery techniques. F. Capital Project Status Report (Gaub) Item 3 — C201 — M Street Underpass: Assistant City Engineer Gaub confirmed that the costs for King County did go down slightly because King County's agreement was to pay their actual costs, following a question asked by Vice-Chair Peloza. Item 7 — CP1120 — Lea Hill Safe Routes to School Improvements: Assistant City Engineer Gaub stated that the work on 116th Avenue SE is complete, on 124th Avenue SE the sidewalk is in place, but there are a couple of pieces that are not complete because the contractor is waiting for Puget Sound Energy (PSE) to relocate two poles, and the signal equipment will not arrive until later in the month. Chairman Wagner asked if the project will still be finished in October. Assistant City Engineer Gaub said that it will likely be completed in October. Item 12 - EM 1302 — Hidden Valley Vista Emergency Storm Repair: Assistant City Engineer Gaub reported that work started last week, materials have been moved in and welding on the pipe has been started. The pipe should start being run over the hillside this week. Vice-Chair Peloza asked about the height of the pipe from the ground. Assistant City Engineer Gaub stated the pipe will be on the ground with anchors every 100 feet holding the pipe in place. Staff answered questions asked by Member Osborne regarding the location where the pipe discharges into the river. Member Osborne asked if the project in within budget. Assistant City Engineer Gaub answered that it is. Item 33 — Lakeland Hills Reservoir Improvement: Vice-Chair Peloza asked about the construction start time. Assistant City Engineer Gaub explained that the reservoir, Reservoir 5, need to be taken offline to complete the work that needs to be done. Staff has decided not to take the reservoir offline during at highest peak time, Summer 2014, so the construction will begin in Fall 2014. Item 36 — CP1224 — 2013 Local Street Reconstruction: Assistant City Engineer Gaub explained that staff is working on incorporating reconstructing all the sidewalk into the project and discussing the property tie-ins with the property owners, in response to a question Page 11 of 13 asked by Vice-Chair Peloza. Chairman Wagner asked if the City has to pay the contractor for remobilization. Assistant City Engineer Gaub answered, not at this time. Assistant Director/City Engineer Selle noted the affect of the whether on the project schedule. Assistant City Engineer Gaub answered a question asked by Vice- Chair Peloza and Member Osborne about the relocation of the utility poles. Chairman Wagner asked about 5th Street. Assistant City Engineer Gaub stated that 5th Street has only a short portion of reconstruction and the remainder of the roadway is an overlay and will review the status of pavement work. Vice-Chair Peloza asked about the status of 23rd Street SE. Assistant City Engineer Gaub answered that 23rd Street is nearly complete. Vice-Chair Peloza asked if there is an issue with the curbing Assistant City Engineer Gaub stated that curbs are not being replaced unless needed to address grade issues, there is some curbing that is being replaced on 23rd Street SE, but not all of it. Director Dowdy said existing damaged curb would not be replaced if the curb is still functional. G. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) Item 2 — 15the Street NW Gas Line: This item will be removed from the next report because the project is complete. H. Action Tracking Matrix (Dowdy) Item A — Completed Capital Improvement Projects Map update: Engineer Gaub reported that the update for October has been completed. Item B — Fulmer Well-Field Feasibility Study Updates: Engineer Repp confirmed that the item will be discussed at the next Public Works Committee Meeting, following an inquiry from Chairman Wagner. Item H, Speed Cushion Design Standards will also be discussed. Item J — Transportation Impact Fee Structure Analyses: The Committee and staff discussed what information will be included in the analyses Item L — 105th Place SE Pavement Issue: Assistant Director/City Engineer Selle stated that the solution to the issue is to grind out the area and apply a traditional overlay, in response to a question asked by Vice-Chair Peloza. Assistant Director/City Engineer Selle stated that it is uncertain if the work will be completed in 2013. Vice-Chair Page 12 of 13 Peloza asked that the estimated completion date be changed to TBD. Chairman Wagner asked that "will consider overlay instead of chipseal in certain turn areas" be added to the status. Member Osborne asked for a cost comparison of different pavement treatments. IV. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5.16 p.m. Approved this 21st day of October, 2013. Rich Wagner, Chairman niter Cu r, Public Works Department Secretary Page 13 of 13