HomeMy WebLinkAbout10-07-2013 10-7-2013 * Public Works Committee
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October 7, 2013 - 3:30 PM
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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.
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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
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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
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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
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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
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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.
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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.
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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
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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
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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.
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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
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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
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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
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