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Home My WebLink About04-07-2014crry or WASHINGTON CALL TO ORDER Public Works Committee April 7, 2014 - 3:30 PM Annex Conference Room 2 MINUTES Chairman Wayne Osborne 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 Wayne Osborne, Vice -Chair Bill Peloza, and Member Claude DaCorsi were present. Also present during the meeting were: Mayor Nancy Backus, Community Development & Public Works Director Kevin Snyder, Assistant Director of Engineering /City Engineer Ingrid Gaub, Acting Utilities Engineer Susan Fenhaus, Transportation Manager Pablo Para, Director of Innovation & Technology Ron Tiedeman, Finance Director Shelley Coleman, Customer Care Manager Brenda Goodson - Moore, Assistant Director of Public Works Operations Randy Bailey, City Attorney Dan Heid, Engineering Aide Amber Mund, Senior Project Engineer Ryan Vondrak and Public Works Secretary Molly Hoisington. B. Announcements There were no announcements. C. Agenda Modifications There were no modifications to the agenda. CONSENT AGENDA A. Approval of Minutes It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve the Public Works Committee Meeting minutes for date, March 17, 2014. Motion carried 3 -0. III. ACTION A. Right -of -Way Use Permit No. 14 -05 (Mund) Approve Right -of -Way Use Permit No. 14 -05 for Parks, Arts and Recreation Department Page 1 of 6 Engineering Aide Mund explained this is for the Parks, Arts and Recreation Department's Farmers Market. This is their annual permit to close B Street SW between West Main Street and A Street SW. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Right -of -Way Use Permit No. 14 -05 Auburn Parks, Arts and Recreation Department's Farmers Market. Motion carried 3 -0. B. Right -of -Way Use Permit No. 14 -07 (Mund) Approve Right -of -Way Use Permit No. 14 -07 for Parks, Arts and Recreation 2014 Clean Sweep event Engineering Aide Mund explained this is for Parks, Arts and Recreation Department to close Main Street between A Street NW /SW and Auburn Way North for the annual Clean Sweep Event. Also requested is closing North Division Street between Main and First Street NE for the pancake breakfast which is the same as the previous year. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Right -of -Way Use Permit No. 14 -07 Auburn Parks, Arts and Recreation Department's 2014 Clean Sweep Event. Motion carried 3 -0. C. Right -of -Way Use Permit No. 14 -08 (Mund) Approve Right -of -Way Use Permit No. 14 -08 for Auburn School District No. 408 Engineering Aide Mund explained this is for the annual Right -of -Way Use Permit for the Auburn School District to close 4th Street NE for the Auburn School District graduations which is the same as previous year. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee approve Right -of -Way Use Permit No. 14 -08 Auburn School District No. 408 Graduation Ceremonies. Motion carried 3 -0. D. Resolution No. 5050 A Resolution of the City Council of the City of Auburn, Washington, Seeking to Protect the Health, Safety, and Economic Well -Being of Local Citizens and Auburn's Drinking Water Supply and Natural Resources from the Potential Impact of Increased Crude Oil Rail Traffic Passing Through the city of Auburn Page 2 of 6 Vice -Chair Peloza informed the Committee that Resolution No. 5050 began with the National League of Cities Energy, Environment & Natural Resources Committee. This resolution requests that the state review what steps it could take to make sure that oil transport activities by the railroads can be done as safely as possible. It was moved by Vice -Chair Peloza, seconded by Member DaCorsi, that the Committee recommend City Council adopt Resolution No. 5050. Motion carried 3 -0. IV. DISCUSSION ITEMS A. Resolution No. 5046 (Coleman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Contribution and Withdrawal of City Monies in the State of Washington Local Government Investment Pool Resolution No. 5046 is in an effort to provide more clarity with respect to how the Local Government Investment Pool (LGIP) operates, and as a result of the recently amended WACs, the Office of the State Treasurer has created a prospectus which it is distributing to all investors in the LGIP. Additionally, each local government investing in the LGIP is required to complete an updated resolution acknowledging that they have read and understand the prospectus. Finance Director Coleman advised Committee that the City invests its idle funds in the Local Government Investment Pool which is managed by the State Treasures Office. The City in the past has participated in agency security such as Freddie Mac's, Federal Home Loan Bank and other approved securities per the City investment policy. Currently, the Payroll Techs and the AP Payroll Supervisor are authorized to perform wire transfers. They are authorized to wire money in and pull money out as requested. Finance Director Coleman responded to a question asked by Vice - Chair Peloza regarding the amount of funds available. Finance Director Coleman responded to a question asked by Chairman Osborne regarding basis points earned. B. Dunda Leak Adjustment (Coleman) Finance Director Coleman stated this is a four -plex that had a water leak sometime between October 16th and January 16th of 2013/2014. This leak was significant and has been repaired. Page 3 of 6 The utility account has already had over sixteen thousand dollars written off in sewer changes and five hundred dollars on water charges. The customer has requested to have the remainder of the water leak adjusted off of their water utility account. The Committee and staff had a brief discussion regarding the letter the City received from the customer. Finance Director responded to a question asked by member DaCorsi regarding past similar leak situations. Assistant Director of Public Works Operations Bailey responded to a question asked by Chairman Osborne regarding the length of time this leak would have had to go on based on the amount of water consumption. The Committee suggested considering forgiving an additional 50% of the $5,887.92, which is $2,943.96 in addition to creating a settlement agreement. C. I Street NE & 22nd Street NE Intersection Improvement (Para) Transportation Manager Para stated the City is considering submitting for a state safety grant for the intersection of I Street NE and 22nd Street NE. This intersection is fairly wide with multiple lane approaches on all legs and is currently controlled with a four way stop configuration. This intersection also has a fairly high accident rate including pedestrian accidents. The City is proposing to build a roundabout consistent with the Council's transportation policy. Transportation Manager Para explained the reason this is being brought to the Committee is because it is not currently on the 6 -Year Transportation Improvement Plan and wanted to get the Committee's concurrence on the project prior to submitting the grant application. Transportation Manager Para responded to a question asked by Chairman Osborne regarding communicating and outreach with the School District as the proposed project is on a school bus route. The Committee indicated its concurrence with this potential future project. D. Capital Project Status Report (Vondrak) Item 3 — CP1225 — West Valley Highway Preservation — 15th Street NW to 37th Street NW Answering questions asked by Chairman Page 4 of 6 Osborne, Senior Project Engineer Vondrak confirmed that the additional items requested by the Washington State DOT were not significant. Item 6 — CP1120 — Lea Hill Safe Routes to Schools Improvements Chairman Osborne asked if installing the bike racks was originally part of the project. Senior Project Engineer Vondrak responded that it was part of the original scope of the project's grant. Item 11 — CP1107 — Fulmer Wellfield Improvements Chairman Osborne indicated that the budget for this project was adjusted per the recent shifts in funds to other projects and for the reduced scope of the project in response to a question from Vice Chair Peloza. Item 13 & 14 — CP1118/CP1119 — Auburn Way South Corridor Projects Assistant Director of Engineering /City Engineer Gaub indicated that the TBD had been added previously for the timing of the project due to coordination with MIT and WSDOT that is currently in process in response to a question from Vice Chair Peloza. Item 22 — CP1202 — AWS Flooding Phase 2 Assistant Director of Engineering /City Engineer Gaub indicated that the project's schedule has been updated to reflect that this project is not currently resourced as staff is working on replacing the recently vacated Project Engineer position in response to a question from the Committee. Item 23 — 104th Street & 8th Street NE Intersection Improvements Chairman Osborne inquired regarding the schedule on this project as it was delayed. Assistant Director of Engineering /City Engineer Gaub responded stating the City revised the scope of the project and that the schedule was updated to reflect that change and the approval time necessary with the State. E. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) There were no questions. F. Action Tracking Matrix (Gaub) Assistant Director of Engineering /City Engineer Gaub responded to question asked by Chairman Osborne regarding Lea Hill Road and the repair due to a minor slide near the intersection with 105th Place. Staff is currently investigating and monitoring the area to determine the best course of action to repair the area. Chairman Osborne requested Item G be created, Lea Hill Road Repair with Assistant Director of Engineering /City Engineer Gaub as staff member and list it as TBD. Page 5 of 6 M G. Public Works Breifing Discussion (Gaub) Assistant Director of Engineering /City Engineer Gaub stated that staff is suggesting a review of some of the work items within the public works divisions in order to provide background information to the committee, especially it's newest member. This recommendation includes giving a briefing to the Public Works Committee members to provide an overview of various department operations. Chairman Osborne mentioned he would like to see Engineering function and organizational overview and then the M &O function and organizational overview initially. Assistant Director of Engineering /City Engineer Gaub and Assistant Director of Public Works Operations Bailey responded to a question asked by Member DaCorsi regarding the FOG program. ADJOURNMENT There being no Committee, the Of j� 21 Wayne Osborne Chairman r business to come before the Public Works ng was adjourned at 4:16 p.m. Approved this Zl�day Molly Hoisington Public Works Department Secretary Page 6 of 6