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Home My WebLink About07-28-2014 7-28-2014 COUNCIL OPERATIONS COMMITTEE AGENDACouncil Operations Committee July 28, 2014 - 2:00 PM Council Conference Room - City Hall AGENDA I. CALL TO ORDER A. Roll Call B. Announcements C. Agenda Modifications 11. CONSENT AGENDA A. July 9, 2014 Minutes* 111. DISCUSSION ITEMS A. Transiton from Standing Committees to Study Sessions* B. Matrixes* C. Proposed Briefing Matrixes* IV. ADJOURNMENT Agendas and minutes are available to the public at the City Clerk's Office, on the City website (http: / /www.auburnwa.gov), and via e -mail. Complete agenda packets are available for review at the City Clerk's Office. *Denotes attachments included in the agenda packet. Page 1 of 39 AuBuRN 1YY CAF � \VASH E NGTo AGENDA BILL APPROVAL FORM Agenda Subject: Date: July 9, 2014 Minutes July 23, 2014 Department: Attachments: Budget Impact: Administration 7 -9 -2014 M inutes $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember: Meeting Date: July 28, 2014 Staff: Item Number: CA.A CA.A AUBURN * MORE THAN YOU IMAGINED Page 2 of 39 WASH € NGTONJ Council Operations Committee July 9, 2014 - 10:00 AM Council Conference Room - City Hall MINUTES I. CALL TO ORDER A. Roll Call Chair Wagner called the Council Operations Committee meeting to order at 10:04 a.m., in Room 2 at Auburn City Hall, 25 West Main Street in Auburn. Members in attendance included Chair Rich Wagner, Vice Chair Bill Peloza and Member Largo Wales. Also in attendance were Mayor Nancy Backus, City Attorney Daniel B. Heid, Community Development and Public Works Director Kevin Snyder, Assistant Director of Engineering Services / City Engineer Ingrid Gaub, Assistant Director of Public Works Services Randy Bailey and Deputy City Clerk Shawn Campbell. B. Announcements There was no announcement. C. Agenda Modifications There was no agenda modification. II. CONSENT AGENDA A. May 30, 2014 Minutes Vice Chair Peloza moved and Member Wales seconded to approve the May 30, 2014 meeting minutes. MOTION CARRIED UNANIMOUSLY. 3 -0 III. DISCUSSION ITEMS A. Transition to Study Sessions The Committee discussed the June 26th Special City Council Meeting that SeaTac Mayor Mia Gregerson presented the City of SeaTac's transition from council committees to study sessions. Member Wales stated she does not want the Study Sessions and Council Meetings on the same night. The Committee proposed the study sessions be held at 5:00 p.m. the second and fourth Monday; Page 1 of 3 CA.A Page 3 of 39 Council Meetings at 7:00 p.m. the first and third Monday; and Committee of the Whole at 5:30 p.m. on a fifth Monday of the month. The Committee noted the Committee of the Whole Meetings will be regular standing meeting but may be cancelled if there is no business. The Committee asked for a time estimate for each item to be added to the study session agenda. The time allotted for each item will be set by the Mayor. The study sessions will be chaired by the Mayor. The only remaining standing Council Committee will be the Council Operations Committee. The finance claims and payroll vouchers could be emailed to the whole council prior to the study session. If a Councilmember has a question regarding a voucher they can either email the Finance Director or ask at their question study session. The Committee discussed the ad -hoc committee format. The Mayor will appoint a chair and committee members to an ad -hoc committee. Chair Wagner stated he believes volunteers should be solicited but the Mayor will have the final say on who is appointed to an ad -hoc committee. The Committee discussed the committee matrixes provided in the packet. City Attorney Heid stated a matrix is useful for long term planning. Director Snyder stated he believes the City of SeaTac receives updates on City business via e-mail updates. Chair Wagner requested this item be placed on the next Council Operations Committee agenda for further discussion. The Committee discussed the pro / con list provided in the packet. Vice Chair Peloza requested the reduction in printing costs be added to the pro list. He also stated he did not agree with the con regarding councilmember involvement. Chair Wagner and Member Wales both agreed that some councilmembers may have a difficult time speaking up in a larger group setting. The Committee discussed the procedure for issuing right -of -way permits and leak adjustments. The Committee stated staff could issue right -of -way permits and leak adjustments. Vice Chair Peloza stated citizens need to have the ability to appeal the staff decision. The Committee decided a citizen could appeal to the Mayor, the Mayor would inform Council when an appeal is requested. The Committee discussed the Mayor signing authority limits without Council approval. Member Wales expressed concerns regarding raising the limit. Mayor Backus stated some other cities use a formula similar to $1,000.00 per thousand citizens. Vice Chair Peloza requested staff pool the surrounding cities for their policy. Deputy Mayor Wagner noted the current code allows the Mayor to sign a contract for items already approved for in the adopted budget Page 2 of 3 CA.A Page 4 of 39 without additional Council approval. Chair Wagner stated he believed the Council needs to be involved in the setting of design standards. The enforcement could be handled at the administration level. Chair Wagner stated the Committee would need to pair down the committee matrixes. Vice Chair Peloza said he did not think they would be necessary under the new system. Member Wales express a desire to have the capital projects matrix remain the same. Director Snyder said he understand many jurisdictions give this information as updates via email to Council. He will develop samples for the next meeting. The committee requested the June 28, 2014 meeting be rescheduled from 2:30 p.m. to 2:00 p.m. IV. ADJOURNMENT There being no further business, the meeting adjourned at 11:17 a.m. Approved this day of July, 2014. Rich Wagner, Chair Shawn Campbell, Deputy City Clerk CA.A Page 3 of 3 Page 5 of 39 DI.A AuBuRN ITY CAF • \VASH E NGTo AGENDA BILL APPROVAL FORM Agenda Subject: Transiton from Standing Committees to Study Sessions Department: Administration Attachments: Coundl Study Sessions Study Session Format Pro/ Cons List Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember: Meeting Date: July 28, 2014 Date: July 17, 2014 Budget Impact: $0 Staff: Item Number: DI.A AUBURN * MORE THAN YOU IMAGINED Page 6 of 39 STAFF RECOMMENDATIONS FOR CITY CODE & BUSINESS PRACTICE CHANGES — COUNCIL STUDY SESSION FORMAT COMMITTEE STRUCTURE The City Council, itself, operates in a committee structure - it operates as a collective among its members. That is, it operates by the participation of its members moving, approving and adopting action - passing resolutions and ordinances, approving contracts and policies. These are done in the collective among the Council body, by motion, second, discussion and vote. Aside from, and as a part of the City Council itself, it can utilize committees to aid in its roles and functions. Those committees could be (1) Committee of the Whole, (2) Standing Committees and (3) Ad Hoc Committees. COMMITTEE OF THE WHOLE The Committee of the Whole involves the full membership of the City Council and is similar to the (regular) City Council meetings except as limitations may be placed upon this committee structure, e.g., not used for taking formal action, used for lengthy presentations to the City Council, etc. STANDING COMMITTEES Standing Committees - similar to what the City Council now uses - Public Works, PCDC, Municipal Services, Finance, etc. Consistent with other information provided to the City Council, there are pros and cons in connection with keeping the current Standing Committee structure versus moving to a Study Session format. However, there may still be the need for a Standing Committee such as, for instance, the Council Operations Committee which has a unique function to the City Council. However, the formality with which a committee is formed is one of the factors that relates to whether it must comply with the Open Public Meetings Act and whether it triggers quorum considerations, something that has been a challenge for councilmembers. The more that the City Council can move away from Standing Committees, the more easily it will be able to address its issues without having to contend with the artificial limit of a two - person quorum triggering Open Public Meetings Act concerns. Staff recommended that the only Standing Committee be the Council Operations Committee. AD Hoc COMMITTEES Ad Hoc Committees - committees set up for a specific or limited purpose - could be set up to address specific issues or to function for only that period of time related to the purposes for which it was established. July 23, 2014 Page 1 DI.A Page 7 of 39 The City Council, during a Study Session [following the consensus of a majority of the Councilmembers] or at a Regular City Council meeting [following the vote of a majority of the Councilmembers], may establish an Ad Hoc Committee comprised of 2 to 3 Councilmembers maximum.' The Committee should be formed to conduct substantive research or review on a specific national, regional or local issue or project and advise the City Council on the findings of their efforts. A Committee should only be formed if the issue or project is of a significant nature warranting the additional commitment of Councilmembers' time and energy. A Committee should perform its service for a limited duration of time within the timeframe established as part of the initial Council consensus (e.g. report back in 90 days to the full City Council). The Mayor should identify and assign the appropriate staffing resources to support an Ad Hoc Committee, if applicable. The Ad Hoc Committee should not give direction to involved staff to conduct any supporting work unless pre- approved by the Mayor. If the Committee wants additional staff work or staff support, the Committee should make a request directly to the Mayor. When the need for an ad hoc committee is identified by the City Council, the Mayor shall appoint the members of the Ad Hoc Committee. The Mayor may solicit volunteers among Council members to serve on the Ad Hoc Committee. However, the Mayor is expected to appoint to the Ad Hoc Committee those members of the City Council who the Mayor feels would be best able to meet the needs of and purposes for the Ad Hoc Committee. When the Mayor appoints members of the Council to an Ad Hoc Committee, the Mayor shall also appoint the City Councilmember who shall serve as chair of the Ad Hoc Committee. OPEN PUBLIC MEETINGS ACT IMPLICATIONS An Ad Hoc Committee would not be required to follow the Open Public Meetings Act so long as there will not be a quorum of the full City Council, and so long as it understands that it does not — cannot take public testimony or receive statements from the public If the City Council wished for its Ad Hoc Committee to solicit or receive public comment or take public testimony in connection with its Ad Hoc Committee functions, the committee would fall within the parameters of the Open Public Meetings Act and its meetings would need to comply with the Act - its meetings would need to be recorded and they would trigger quorum limitations. However, again, so long as the Ad Hoc Committee targets its functions at reviewing material, investigating matters that will be coming before the full City Council and preparing recommendations to the City Council - not taking any action independent for, 1 The reason for the 2 to 3 councilmember committee membership is to avoid a quorum issue regarding the full City Council, where for members constitute a quorum of the City Council. July 23, 2014 Page 2 DI.A Page 8 of 39 on behalf of or instead of the full City Council - it would not fall under the requirements of the Open Public Meetings Act. HOW AD HOC COMMITTEES COULD WORK An informal Ad Hoc Committee intended to operate outside the Open Public Meetings Act could function as follows: • The Ad Hoc Committee would be comprised of 2 to 3 members of the City Council (a number less than the quorum of the full City Council); • Ad Hoc Committee would (only) consider information and materials provided to it by staff in response to the purpose for which the Ad Hoc Committee was established; • Ad Hoc Committee would not receive public comment or take public testimony at its meetings (to the extent that if members of the public were in attendance at the Ad Hoc Committee's meetings, they would need to understand that the meeting would not accommodate public comment or statements from the public)2; • Ad Hoc Committee would take no action on behalf of or instead of the full City Council, but would report its findings to the full City Council and make its recommendations to the full City Council. MEETING FOCUSES Meeting focuses for Council study sessions should be on substantive policy, financial, risk management, organizational or strategic planning issues, projects and initiatives. Presentations may be given by outside individuals or parties if they are germane and relevant to the substantive topic being discussed. Individuals or organizations that are interested in giving general updates or program overviews or are seeking Council support for a particular matter should be directed by the Mayor's Office to give these presentations at a Regular Council Meeting or at a meeting of the Council Committee of the Whole. RIGHT -OF -WAY PERMITS ACC 12.60 (Right -of -Way Permits) currently specifies that the Public Works Committee is involved in the consideration of certain Type B short -term right -of -way permits (ACC 12.60.040) and Type C long -term permits (ACC 12.60.050). Specifically these are permits that involve downtown, community impacts, full street closures, or uses with policy implications. The issuance of right -of -way permits is a technical action that can be conducted under the direction and the authority of the City Engineer. 2 The limitation of public comment and public testimony is crucial in order for the Ad Hoc Committee to function outside the requirements of the Open Public Meetings Act. July 23, 2014 Page 3 DI.A Page 9 of 39 Staff would recommend eliminating current City Code references to the involvement of the Public Works Committee in the issuance of right -of -way permits, and that the City Council authorize the City Engineer to issue Right -of- Way Permits in conformity with Council policy. UTILITY SERVICE WATER LEAK ADJUSTMENTS There are no current City Code regulations that direct the process for the conduct of utility service water leak adjustments. Rather, the City's policy pertaining to utility service water leak adjustments is contained in Administrative Policy and Procedure 100- 52 that is issued by the Mayor's Office. Section 4.8 of Administrative Policy and Procedure 100 -52 specifies that if a customer disputes the decision to deny the adjustment or the approved adjustment amount exceeds $500.00, he or she may submit a written request to the Finance Director for an administrative review of the adjustment request by the City Council Public Works Committee. This Section further states that leak adjustments will be considered by the Public Works Committee including additional adjustments of 50% of the remaining water portion over $500.00. This Section specifies that recommendations for leak adjustments made by the Public Works Committee will be submitted to the full City Council for final consideration and approval. The inclusion of the Public Works Committee and the City Council in the appeal process for utility service water adjustment appeals is a business practice that is not required by current City Code or mandated by statute. The Finance Director is responsible for the management of the City's water utility billing system and can effectively exercise professional judgment in any appeals of a decision to deny an adjustment or if the approved adjustment amount exceeds $500.00. Staff recommend that Section 4.8 of Administrative Policy and Procedure 100 -52 be revised to eliminate references to the Public Works Committee and City Council with the launch of the new Council study session format. It is recommended that the City Council authorize the Finance Director to make water leak adjustments in conformity with Council policy, and with any appeals going to the Mayor or designee. CONSTRUCTION CONTRACTS Chapter 3.10 (Purchasing Policy) of the Auburn City Code comprises the City's current purchasing policies. ACC 3.10.020 (Expenditure Limits) specifies that for contracts with total dollar amounts up to $5,000, authority rests at the department director level. It further specifies that for all contracts over $5,000, up to $25,000, and contracts for goods and services that have been individually and separately listed in the city's annual budget shall be approved and signed by the mayor prior to purchase order issuance or placement of an order with vendors For all unbudgeted July 23, 2014 Page 4 DI.A Page 10 of 39 expenditures not individually and separately listed in the City's annual budget in excess of $25,000, approval shall be obtained from the Mayor, the appropriate council committee and the city council and that such committee approval shall be reflected in the committee minutes. Staff notes that current City code authorizes the Mayor to sign contracts for all goods and services that have been individually and separately listed in the City's annual budget process. The current business practice of the Public Works Committee reviewing all contracts for goods and services including those listed in the City's budget is not a requirement of current City code. The City Council determines whether these goods and services will be funded as part of the approval of the City's budget or any adjustments. From this point, the Mayor, working with the appropriate Department and City Attorney's Office, should, in conformance with current City code, be able to coordinate the execution of all required contracts. Staff would recommend that this business practice be eliminated with the launch of the new Council study session format and that the Council rely upon and trust the professional expertise of the Mayor and staff in executing contracts for goods and services (i.e. all capital projects and professional services budgets for all Departments) that have been individually and separately listed in the City's budget. Current City code specifies that unbudgeted expenditures not individually and separately listed in the city's annual budget in excess of $25,000, approval shall be obtained from the Mayor, the appropriate council committee and the city council. Because the specified amount of $25,000 exceeds the Mayor's current expenditure limit, these items will require separate City Council action. The elimination of the Public Works Committee review of these types of expenditures will in effect remove a process step resulting in greater time and cost efficiencies. Staff would recommend that this code language be eliminated with the launch of the new Council study session format and that contracts for goods and services that are not individually and separately listed in the City's budget and in excess of $25,000 proceed immediately to Council for consideration. Section 3.10.028 (Approval by Council Committee of Asset and /or System Expansion, Additions and Betterments) of the Auburn City Code specifies that asset and /or system expansions, additions, and betterments that have been recognized as authorized capital projects exceeding $25,000 in the budget shall be reviewed by the appropriate council committee to formally initiate the project prior to a call for bids. Staff would recommend that this code language be eliminated with the launch of the new Council study session format and that the Council rely upon and trust the professional expertise of the Mayor and staff to initiate inclusive of project bidding asset and /or system expansions, additions, and betterments that have been recognized as authorized capital projects exceeding $25,000 in the budget. Section 3.12.034 requires that the City Council award construction contracts in excess of $25,000 therefore, contracts for these initiated projects would need to be reviewed and approved by the full City Council prior to these projects moving forward. July 23, 2014 Page 5 DI.A Page 11 of 39 Sections 3.12.011 (Formal Advertisement Required) and 3.12.020 (Advertising Procedures) of the Auburn City Code contain the City's current regulations pertaining to the advertising of public works projects in excess of $200,000. Current code language in these sections do not specify that the Public Works Committees must grant approval to advertise. Rather, this is a current business practice with no code basis. Staff would recommend that this business practice be eliminated with the launch of the new Council study session format. The full City Council would review and approve or disapprove any public works construction contracts as allowed by City Code. Section 3.12.034 (Procedure for Utilization of Small Works Roster) of the Auburn City Code currently requires the City Council award all construction contracts in excess of $25,000. Contracts under $25,000 are awarded by the Director. Current state law has several limits related to construction contracting as it relates to our "code city" status as follows: 1. Under Bid Limits: up to $40,000 for single trade and $65,000 for multiple trade 2. Limited Public Works: up to $35,000 3. Small Works: up to $300,000 City code currently restricts small works limits to up to $200,000 and is more restrictive than state law. Staff uses the various limits identified above and the differences in the contract requirements provided by each option to determine the appropriate type of contract to issue for each project. Staff would recommend that the limitation on the award of construction contracts by the Director be adjusted to be in line with State bid limits for budgeted projects and that the small works limits be revised to reference the appropriate RCW limits so that as state law changes staff can make the most efficient and effective use of the options available for contracting work. CONSULTANT AGREEMENTS Chapter 2.03.030 (Powers and Duties Generally) of the Auburn City Code currently authorizes the Mayor to negotiate and /or award contracts falling within the budget authority of the Mayor per Chapter 3.10.020 and indicates that these contracts may be taken to the City Council as consent or discussion items for informational purposes. Chapter 3.10.020 (Expenditure Limits) provides authority to the Mayor to execute contracts for unbudgeted items up to $25,000 and for any contracts that are listed in the City's annual budget. This provides for any professional, personal, or construction contract for projects listed in the annual budget or within the professional services line items of each departmental budget. In addition, Chapter 3.10.25 (Professional and Personal Services) of the Auburn City Code specifies when to take amendments to professional and personal services agreements to the City Council for approval and is specifically tied to the expenditure July 23, 2014 Page 6 DI.A Page 12 of 39 authority such that amendments that are within budget are not required to be approved by the Council but only those changes that exceed the Mayor's authority for unbudgeted items. The submittal of consultant agreements to the Council for approval has been a previously established business practice. Staff would recommend that this business practice be eliminated with the launch of the new Council study session format and that the Council rely upon and trust the professional expertise of staff in preparing professional services contracts as allowed by the current code authority. OBTAINMENT & RELEASE OF TEMPORARY AND PERMANENT EASEMENTS Chapter 12.04.050 (Authorities for Public Infrastructure and Right -of -Way Management) of the Auburn City Code currently authorizes the City Engineer to accept easements granted to the City as part of an approved development project for city utilities, drainage, slope protection, public access, and right -of -way. This Chapter further grants that the City Engineer after review by the Public Works Committee, may execute a release or partial release of any city utility, drainage, temporary road, or slope protection easements that are no longer needed for city purposes. All other city -held easements require action by the City Council. While this allows the city to accept easements and right -of -way related to development projects, formal action by the Council is required to accept easements and right -of -way associated with City capital projects. Current business practice has been to grant City staff the ability to procure rights for capital projects through a resolution of the City Council. In addition, the City's current business practice is that the Public Works Committee must concur with the release of temporary easements obtained or provided to the City for construction or other similar purposes. Because the relationship to the land is temporary in nature no further action by the City Council is necessary. For permanent easements granted to or obtained by the City, the Public Works Committee must concur with the release of easements related to utilities, drainage or slope protection. For all other types of easement releases, City Council must accept them and approve their release unless City Council delegates these authorities to the Mayor. Staff would recommend for improved efficiencies that the City Council adopt Code language authorizing the Mayor or designee (e.g. City Engineer) to obtain and release temporary and permanent easements related to utilities, drainage, slope protection, and temporary uses. DESIGN STANDARDS Chapter 12.04.010 (Adoption of Engineering Construction Standards and Engineering Design Standards) of the Auburn City Code stipulates that the engineering design standards must be reviewed and approved by the Public Works Committee. These July 23, 2014 Page 7 DI.A Page 13 of 39 standards include clearing and grading, City utilities, private utilities, streets, and City telecommunication facilities. Staff would recommend that this business practice be eliminated with the launch of the new Council study session format. The City Engineer should have the authority to establish and modify these design standards as necessary. However, because these design standards affect the community's quality of life, the City Engineer should review the establishment of new standards or the modification of existing standards with the full City Council in a study session format and make any necessary adjustments, if applicable, prior to publication of the standards specifically where there is a policy implication. FINANCE ISSUES There are a number of City Council related functions concerning finance, including voucher review. Staff would recommend that vouchers be sent to all councilmembers for their review in advance of a Council meeting so that any questions by any of them could be forwarded to the Mayor or to the Finance Director for actions or responses. Quarterly Report: it may also be valuable for all of the Councilmembers to receive a written or electronic quarterly financial report from the finance director. This report could be used to apprise the Council of the current status of budgets, ongoing financial issues and other matters that may relate to the financial operations of the City. If any councilmembers have questions about the quarterly financial report, those could be directed to the Mayor or to the Finance Director. July 23, 2014 Page 8 DI.A Page 14 of 39 Auburn City Council Regular Meeting /Study Session Alternative Business Practice Conceptual Format Meetings Format • First Meeting of the Month — Regular Council Meeting - - 7:00 p.m. • Second Meeting of the Month — Council Study Session - - 5:30 p.m. • Third Meeting of the Month — Regular Council Meeting - - 7:00 p.m. • Fourth Meeting of the Month — Council Study Session - - 5:30 p.m. • Fifth Monday of the Month — Council Committee of the Whole - - 5:30 p.m.1 Study Sessions — Key Aspects • 2. Hour Maximum Timeframe • Maximum 5 agenda items • Timeframe per agenda item – up to 30 to 40 minutes • Meeting facilitation — Mayor shall preside over /conduct Study Sessions • Agenda Items: • Should be related to future policy- making, strategic planning or key state or federal issues affecting current or future City operations • Substantive only (e.g. traffic impact fee increase proposal, comprehensive plan update) • Non - substantive items (e.g. acceptance of a grant, contract bidding) should go directly to City Council Institute First/Second reading business, protocol at Regular Council Meetings: • Applicable to Ordinances only • Resolutions /consent items /contract awards, etc. would still be acted on at only one Regular Council Meeting: o Ordinance action, especially those resulting in changes to City codes – to which First and Second Readings would apply – may take more consideration and discussion than other types of action o First and Second Readings would be beneficial to a transparent public process • First Reading — discussion only at one Regular Council Meeting • Second Reading — action at next Regular Council Meeting or could be a future subsequent Council meeting depending on Council's discussion and any needed staff follow -up2 • Provides Council with opportunity to ask questions and get information at First Reading 1 Committee of the Whole meetings may be cancelled if not needed, but would be regularly scheduled. 2 If action is needed to be taken more promptly, the City Council could by motion duly made and seconded and passed by a majority of Councilmembers present, suspend the rules and take action at First Reading DI.A Page 15 of 39 PROs /CONs for Change to Council Study Session Format Study Session Purpose Summary: The purpose of a City Council study session is to provide a forum for information sharing and discussion on topics or issues that the City Council or Mayor believes there should be in depth information and warrants gathering and discussion on before the council takes any action. Issues should be substantive in nature and should be related to future policy- making, strategic planning or key regional, state or federal issues related to future policy- making or current or future budgeting. Pros • Reinforces City Council's "Board of Directors' responsibilities and helps to reinforce and respect the lines between the policy and financial functions of Council versus the executive /administrative functions of the Mayor and City Administration. • Increases transparency in the governmental process by providing a single forum for discussion of key policy issues or topics, and avoiding what may appear as less meaningful Council meetings [all the real work of the City Council is done in the comm ittees]. • Reduced limitations on public access and information distribution to Council proceedings. Some of the committees meet during or meet immediately following normal work hours (i.e. 8:00 a.m. to 5:00 p.m.) making it difficult for interested citizens to attend the current committee meetings. • Forces Council to keep on -topic and reduces the potential for off -topic conversations. • Reinforces and enhances the advisory relationships between City Council and its advisory boards and commissions by having recommendations flow through to the entire Council at the same time for joint consideration. • Provides Council with the opportunity to talk jointly about issues without fear of violation of the Open Public Meetings Act. • Provides opportunity for more focused conversation on key policy issues amongst Council. • Assures that information is distributed more equally among Councilmembers. Allow all Councilmembers to hear the same information at the same time. • Allows for Councilmembers to discuss among themselves the issues and topics before them and learn from each other — and be aware of each other's positions [both positive and negative], questions or suggestions — in the same forum. • Improves the efficiency of staff work by allowing staff to present jointly, uniformly, to the entire City Council. • Reduces workload demands on staff by not having to prepare for and attend one or more City Council Committee meetings. DI.A Page 16 of 39 • Reduce the administrative burden and costs on the City Clerk and Department administrative staff to support the Council Committees process (e.g. 1.25 FTE equivalent in Community Development and Public Works). • Reduces the breadth to some extent of the current subject matter that Council Committees cover. • May increase excitement and passion in some Councilmembers for the job of councilmember because of the increased focus on major city -wide policy matters. • May increase teamwork among Councilmembers in that more of what is done would be done by the whole City Council. • Decreased Printing costs — eliminating duplicate paperwork for multiple Committees. Cons • Reduces the breadth to some extent of the current subject matter that Council Committees cover. • Reduces Council's direct oversight over and /or involvement in some of the City's more administrative functions. • Based on the different personalities of councilmembers and comfort in speaking in larger groups, it may be harder, at least initially, for some Councilmembers to participate in the larger group study sessions, when compared with three - person comm ittees. • Potential reduction in some Councilmembers' passion (s) because of reduced ability to display expertise in a particular subject matter. • Will create short -term challenges in understanding and implementing changes in roles and responsibilities during the transition period. • Will reduce Council's ability to "dabble" in a subject matter that is not substantive in nature and does not have a current or future policy relationship. DI.A Page 17 of 39 AuBuRN ITY Cdr • \VASH E NGTo Agenda Subject: Matrixes Department: Administration AGENDA BILL APPROVAL FORM Attachments: Capityal Projects Status Report Significant Capital Projects by Others LGCC Matrix Muncipal ServicesMatrix PCDC Matrix Public Wcrks Committee Action M atrix Administrative Recommendation: Background Summary: Reviewed by Council Committees: Date: July 17, 2014 Budget Impact: $0 Councilmember: Staff: Meeting Date: July 28, 2014 Item Number: DI.B DI.B AUBURN * MORE THAN YOU IMAGINED Page 18 of 39 CAPITAL PROJECT STATUS REPORT 0 00 1ohequoj o, w o C " ' > — d i ro yue4 nsuo3 asap I N u z a z 1- v c III m 10 0 c a 00 ro c c ro c 0 6 0 o c n o E a Um. m . m E c o ii o al Project Complete. it Final pay in process. All sites have been converted. Punchlist, documentation, and training is underway. Work is underway. Project Manager o > E o c o 00 c _ m al E c > Construction t N E m C O. -1 C C N a4aidwo3 o o e 0 o o 0 co 0 ol Design 'O f0 Q O N p nt — M Y O a1 O Z N R 1n alaidwo3 o o o 0 0 ti e 0 0 ti o 0 0 o 0 0 . Total Estimated Costs I, O O V a N N N h N o0 .4 m 00 N o m OJ m d a V1 1n m N 00 00 n1 Project Budget ($) Total Budget 0. O o 0. t. a N N to o t0 CO .-1 o .--I (0 .-1 01 a0 10 a r0 N CO 0i N 1n 1/ 3,526,255 Other 1^ n 'CI LL 0 01 00 1n o m m t.00 '— 5, N 0 0 V o °No- r oo cp m o w e� ~ o� 00 N 0_ n m N K m d c a 560,000 (Federal) o m w` O LL v Street, Utilities 00 N N O al to w c .' t,- °1x,10 458,605 (Street) .-1 d 01 al m_ CO O 01 nt al to E v V, ni 3 to 8 00> o.n00,n 1n Lo N W m 3 Location /Description a m U.` N A y in 2 c E" m vi al 0 a, O m E n R m O O L a'�+ 0l U 'O 0 = 1•-v c 0 o t0 m o a E w .0 4-. ti m L a w o � i - v al L m t n m 0d o n i t c ar Z 1 c 0 0_ d 0 E, v o _ . u 3 m'm Q a .01n 2 a o m This project will complete an overlay of WVH for the purpose of pavement preservation. This project will construct safety improvements at a number of signals throughout the City. Technology Upgrades This project will upgrade the City's SCADA system to meet Public Works goals. Budget and costs reflect technology contract and design /construction engineering. Construction contract costs for the physical site improvements are shown separately. This project will update /replace the existing pump station in the Academy water service area in order to meet fire flow demands. `o • d A: z VSOZ3 SZZid3 ZZZid3 VtZS3 6060d3 N N n1 00 01 Page 19 of 39 CAPITAL PROJECT STATUS REPORT JoPeJTUO) m 3 Z y 0 2 o V m a C }ue4InsuoD u8isa0 a z a z a z �=- Q z Status Final pay in process. Final pay in process. Project Complete. Work underway. m_ a ~ w m v v E a 0 v o c .• N a r N v m - a c > E c - c v c v O a ti, N 0 OD c y 7 0 uc u a a d o c O: c u Project Manager 00 0 r m o 2 F r u ao c v m 3 c o J Construction ` t La 'E 0 v ti v 0 o Q ti 2 or o or w 0 a }aidwop 0 O 0 o O O e f0+1 o O Design as , a}aidwoD a 0 0 o 0 o 0 e 0 0 Total Estimated Costs O 0 V 30 N .4 O 03 .-I 00 N N N 0 O 0 ri Project Budget ($) f Total Budget 01 O o 00 Cr , 00 ^ 0 0 ry 00 v a N 0 0 ri Other N 0 °o m ''4,- = u Ln v °— or V N 01 LL m o 2 t+l ut Q cn N °$J ° o° do N ao N a N, N N Ni o w m cr .mQ.. ri vl o a o LL O 00 0o N M o an m t F N N Street, Utilities oo v o v o °' m, N E o m^ 3 o v v ., a m E o '� °° 3 ''. o °o v o w Location /Description Improvements: This project will complete improvements for safe walking routes to Hazelwood Elem., Lea Hill elem., and Rainer Middle School along 116th Ave. SE and SE 312 St. This project will complete storm, sewer, water and street improvements related to the Port of Seattle mitigation agreement on D Street NE. This project will complete repair and replacement of existing sidewalks at various locations around Downtown and Auburn High School. SCADA System Improvement - Physical This project will complete security site improvements at various utility locations throughout the City. Budget and cost numbers reflect construction contract and contingency amounts only. c ?L.'s a c v' d 0 03 N v Q • E' E j'p O G E C v ' n 2 v N 3- ° c 3 Q (S i o -g E o ! � ° '� a _- 'Q E E ,' N ° a v O E .' > `E. m o " 03 v '.° E o.N Ln O C Y - E 01 L u = Q O m 5 t . a ' c 0 O L C m Y al v. c .W 'E° v 0'F C a c 0 R y 0a .n E w n L > E C ,- m .n 3 ■o in in 0 o a` 2 OZTTd) LOZTdO TO£Td7 VVZSD VZOTd) d 3a N oo a o Page 20 of 39 CAPITAL PROJECT STATUS REPORT 0) 00 topeiluoj ;ue ;Insuo u8lsaa a z 0., S 00 0 C o Z _ O 0 o o U m 0 Q z Status Contract award in process. Contract documents being finalized Finalization of contract documents underway. Project advertisment canceled and will be re- advertised at a later date to allow futher investigation of potential design issues. Advertisement and finish dates adjusted accordingly. Design is underway. Project Manager o ° ro E no o m O ` Construction .c m ..C.' V.' , u o ul re i .rni ti 5, .1 ? 2 ro 2 a;aldwo3 m w ° i w -0 i a ° a- 0 00 ' a a N ala1dwo3 o o g: a o 01 0 o 0 N Total Estimated Costs ai 0 n M m O of 01 N O 0 Q 0 01 00 U] O1 .0 V Project Budget (5) Total Budget o t'J 00 n 01 .-I Vl M 0 .n 4-1. O O N vl 01 01 t0 V n 01 N cr l0 t0 00 01 Other O C O O O O -p N Street, Utilities 3 w m y N 1,303,519 (Water) °o v v 3 Ol W 01 iO E ,F '.- Ol tip N n _ R o (^.■ Location/Description Intersection Improvements: This project will provide safety improvements at the intersection of 8th Street SE and 104th Avenue SE, including signal modifications and sight distance improvements. This project will construct a new building . to house a standby generator and disinfection equipment. j Repair & Replacement Program): This project will repair and modify existing sanitary sewer pump station facilities located at: F St SE, R St NE, 22nd St NE, Rainer Ridge, Valley Meadows, 8th St NE, Area 19, North taps, Peasley Ridge, Riverside, and Terrace View to address access, corrosion resistance, site security and new generators where needed. This project will replace the 30 -inch storm drainage line along 30th Street NE from the north end of the Airport to the Brannon Park Storm Pump Station to address localized flooding issues. Replacement, Phase 2: This project will construct storm drainage improvements on Hi -Crest Drive NW. The City is also designing and constructing the relocation of a Lakehaven Utility District (LUD) Watermain that is in conflict with the storm improvements, at LUD's expense. ° O a 2 VOTTd3 VZTSD 8OZTd) ZZTTdD 6OTTdD do N 01 ti . .y Page 21 of 39 CAPITAL PROJECT STATUS REPORT topelluoj luelinsuoo u2■saa `w q o o O a z a z E a z °� ` > 0 '� Lt O 3 -30 0- m u' Status Design is underway. Advertise and finish dates adjusted due to limited staff resources. Design work is underway. Design is underway. SEPA review underway. Design work underway. Design work is underway. Change in project managers. Consultant design work underway. Coordination with communications companies underway. Consultant design work underway. Project Manager v C o r U 00 o F 00 o ` F A a m m c o In E to' 0 0 ii 7 o u L C c iLL C. c - O. Q N p e-, Q - .1 CO v O Q alaldwo3 Design j d a is 6 O d al Q - i a .Y N 00 Q a N N u al `: alaidwo) a .ti m a° .4. am o o 0 o n o a m e Ln .o o o .n Total Estimated Costs o O o 0 a N 0 N a O t+f 1,208,722 0 0 o o t0 .a 0 0 n a N 0 O o o^, V V 0 m N Project Budget ($) Total Budget CO kr n Q r.i. 0 O ti N N N n ut m N .- 0, O O o t0 .4 245,000 400,000 O O N. N Other _ O Z O ~ U o a OO LL N m !+1 O a Cr O O C m W 7 Street, Utilities co tO ` .n 0 3 N— u+ `m M O— °o v 0 O -- O oo m oo o v E 0 O ` o m 0 3 0 m 0 m ■ � E 3 0 3,_ Location /Description Replacement: This project will rehabilitate or replace Well 1 so that it can function at full capacity and complete modifications to the Howard Road Corrosion Control Farility . complete pavement patching and overlay treatments on arterial, collector and local roadways for the purpose of pavement preservation through the City. This project wit repair or replace asbestos cement water lines along AWN, 49th and B St NW and at the M &O /Parks Maintenance area. affected by the 3rd rail line that BNSF /Sound Transit plan to building in 2015. The project will also replace a This project includes procuring and installing traffic signal equipment upgrades for existing signals. This project will provide various improvements at the reservoir, including painting, seismic upgrades, and facility modifications. This project will construct a new detention and treatment system for drainage at the M &O Facility and expand and improve the existing decant facility. 1,.- Z ST60d) ZOVTd D 6TZT d) 80£1c13 ZZ£Td3 S9L0d7 OZ£TdD o Z ti (3 .- 00 m o N N N Page 22 of 39 co CAPITAL PROJECT STATUS REPORT e 0 00 Johe4luoj luelinsuoj u8!saa 0 ` IT, w 0 a 0_ ,e = 0 Status Design is underway. Working on an agreement with Kent for S 277th St transfer of right -of -way to Auburn. Consultant design work is underway. Final design underway. BNSF ipermitting in process. C L C O m 0! 0 u o C F o ,o2 3 a L 3 3 w a c To m m y O '- 8O p O 3 Project Manager 1.3 OC i CAPITAL PROJECT STATUS REPORT c 0 .1opeJwo3 SOS Program It _60 0 cc 0 ;uellnsuoD u2!sa4 2 u x u a Project Complete. For status see CP1402 Status Working with WSDOT to obtain approval for design changes associated with MIT concerns. Right ,of way acquisition /relocation underway. Project is no longer on hold due to MIT coordination issues. Project manager to be assigned as vacant positions are filled. Project manager to be assigned as vacant positions are filled. E o Carter Project Manager m O 0 d' 0 m O ti ti a Construction 1 L A O LL n ' - ' 'y ti o ul o o 0 0 alaidwoD M .. '' 2 Design I 5 m -o 10 a G 0 i . O O apidwoD e 0, , M W Op N N O O 0- ti 2,273,288 Total Estimated Costs M O n C co Q M 0, O 0 M co N O O O 00 N Q to, b P9 al Cr N 0 0 l0 - C 10 L M 01 a N Project Budget ($) J Total Budget co' O N.. un n'N co O M n 0 0 O o6 CO N a-i N N O T N n r Other N o m 10 ~_ N F 0 d M — ry co co ^ M Cr, M a M i N —i ^ ° `6 Cr CI o a, . a N 0 o Street, Utilities 0 m o 0 m VI `o O O O o E 0 v o .o This project will complete the reconstruction of the following local roadways: 23rd St SE- Mto8St5E H St NE - 4th to 8th 5th St NE - H to Cul -de -sac Park Ave - AWN to Park Also included in this project is the replacement of waterline on V St SE, from Ind to 4th St SF. Other SOS Projects: CP1402, 2014 Citywide Pavement Patching and Overlays. 2013 S05 Program Totals Location /Description This project will widen AWS between Fir and Hemlock Streets from 3 lanes to 5 lanes and includes new sidewalks, street lighting system, bus pull -outs, and improvement of the Hemlock St. intersection to include u -turns and a new traffic signal. This project is planned to be constructed concurrent with project CP1118. Intersection Improvements: This project will construct improvements to the intersection of AWS and Riverwalk Drive and complete minor widening and add additional capacity from the MIT Plaza signal to the Dogwood signal. This project will construct conveyance improvements on 17th Street SE from A Street SE to K Street SE and increase the capacity of the existing detention pond located on A Street SE. The project will also replace sewer and water facilities adjacent to the storm drain line. 7ZZTd3 o d a` 2 6TTTd9 STZid7 ZOZTd) O rn d 2 N co N 0 Page 24 of 39 CAPITAL PROJECT STATUS REPORT p Jape.luo) m lu�nsuo� el asap o u Status • IIFinal pay in process. Local Street's have been selected and reviewed by PWC, awaiting Arterial street selection to begin design. Project Manager `v t u Carter Construction t v C m iL C. a , J p alaidwo3 Design o D alaidwo3 a 0 o Total Estimated Costs O V1 01 OD m N m 00 o .+ m m O O 0 CO. .y M 1.1 m 0] v O m rA n Project Budget ($) _1 Total Budget N t0 1-1 W N ni. m (0 O ( ti 2,474,245 01 O C ^ p O R v . m n Other Street, Utilities O v 00 0 O 0 3 0 N N Location /Description This project will complete the reconstruction of the following local roadways: K St NE - East Main to 4th St NE •H St SE & 19th St SE - 21ST St SE to 17th St SE 124th St SE - M St SE to R St SE CP1402, 2014 Citywide Pavement Patching and Overlays. 2014 5O5 Program Totals 2013 & 2014 TOTAL SOS PROGRAM CPS TOTAL Z. 2 £Z£id3 d z r^ Page 25 of 39 OTHER PROJECTS - ACTION BY OTHER COMMITTEE Date: July 16, 2014 aopei uop King County cn N to LS h to Q1 n to N a Q1 N ;uelinsuop uS!sad Constructi on Managem ent This project will complete new levee improvements on the Fenster Levee along the Green River. Design/ Constructi on Asphalt and crack repair, application of a slurry seal, and striping at the Auburn Municipal Airport. TOTAL OTHER PROJECTS King County Century West VZ£id7 Work is underway. Contract award in process. G! fa C fb 2 Construction .0 y C f0 LL N 0 alaIdwop 0 N 0 • i y Q o alaidwoj N C 7 0 0 0 0 e-4 Total Estimated Costs o o o V1 r N r-1 cn N to LS h to Q1 n to N a Q1 N Location /Description This project will complete new levee improvements on the Fenster Levee along the Green River. Asphalt and crack repair, application of a slurry seal, and striping at the Auburn Municipal Airport. TOTAL OTHER PROJECTS I z 9101dD VZ£id7 c Z ¢ m Page 26 of 39 SIGNIFICANT INFRASTRUCTURE PROJECTS BY OTHERS - PUBLIC WORKS STATUS REPORT 0 ri 0 H 7 W 0 Restoration in progress with only roadway paching remaining. Contractor is in the process of restarting the remaining project work. Work on the Phase 1 portion of the project has begun and is anticipated to be completed in 2015. Phase 2 construction which includes the permanent improvements along East Main St including a pavement overlay and new channelization is scheduled to start in June and be completed by September 2014. Work is underway. Contractor has completed the roadway widening and utility work. Remaining work includes landscaping, fence installation, and final punch list. Work is underway. Work is underway. Limits are unknown until PSE determines the length and location of the bare steel lines. Work is underway. n icipa e Completion Date Per Applicant 7 '7 Late Summer 2014 Summer 2015 Summer 2014 V O N = c0 Li_ Summer 2014 Summer 2014 Permit(s) Issued 0) } 0) >- 0) >- a) >- 0) >- 0) >- 0) >- Length 1345 Feet w 0) O C o- 0) 3Y E _O O ( m 0) Q > Z 0 3,800 Feet 400 Feet Unknown 1000 Feet Location /Description This project will replace the existing 2 -inch gas main along 17th Street SE from K Street SE to F Street SE. This project will replace the Reddington Levee from approximately 26th St NE to 43rd Street NE. This project will include roadway and utility improvements to support the new Auburn High School. Improvements include modifications to Storm, Water and Sanitary Sewer mainlines and roadway improvements on Main Street and 4th Street NE. This project will complete half street roadway improvements on 124th Ave SE from SE 304th St. north to approximately SE 290th St. for the 3rd phase of the Verdana (Bridges) Plat development that is in Kent. This project will complete half street roadway improvements on S 300th Street from 58th Place S. to approximately 62nd Ave. S for the Westridqe Plat development on the west hill. Auburn Way South and M Street SE /Howard Road: This project will replace bare steel gas lines found during the relocation efforts associated with the City's AWS and M Street Intersection improvements. This project will replace steel gas lines. Sponsor/ Applicant Puget Sound Energy King County Flood Control District Auburn School District Yarrow Bay Development PNW Holdings LLC. Puget Sound Energy Puget Sound Energy I O Z __ N N ML!) l0 N 00 I >- 0) O O 03 03 • 0) CU L 7 C (0 E O co 0) E 0) 0) 00 () (0 u O 0) 0) 0 u 4 Q 0) L O N Q 0) V C .N 0) 0) • C_ u_ 4 Q a 0 O L 0) L Li (0 0) _C vi O C O ro a Q r N Q 0 N t C j O (n 'B 0) -O 0) 7 L C O C N Y 0J Q O1 O i u CL .. y W (�1 H � C Page 27 of 39 Les Gove Community Campus Committee (LG3C) - Action Tracking Matrix *denotes a change Status Committee endorsed an approach that evaluates traffic calming, fencing, etc.(TBD) instead of closure at this time. Build off of previous traffic study but concentrate more internally this time. Study on internal movement of people through campus. Meeting preparation and topics needed. Enhance safety measures Set completion dates for after the community meeting. Need to draft questions relative to the Campus. Is this survey necessary? Need to draft questions relative to the Campus. Plan how the property fits with the Campus, e.g. view into the Park, green space, preservation of Big Daddy's. Hold a potential special COW meeting. The next COW is 3/31/14. Retreat is planned for 4/5/14. Estimated Completion Date Next LG3C Review Date 5/28/2014 5/28/2014 5/28/2014 7/23/2014 5/28/2014 m m D) 0 O 5/28/2014 5/28/2014 0 Staff Lead Sweeting Sweeting Faber a) a) J Hinman Hinman Hinman Hursh cn 2 cn 2 Wagner Item Description Deals Way Traffic and Pedestrian Safety Traffic analysis of internal and neighborhood issues Les Gove Park neighborhood planning meeting. Campus security improvements Citizens survey - Immediate community Citizens survey - Second tier community Citizens survey - Community Wide Financing advice and partnership with King County Housing Authority and National Development Council Work toward development of the Veteran's and Human Services Center Acquisition of Herr property on AWS LGCC update to the COW /Retreat C y J Ce Q m 0 CI W LL (9 2 — —) Page 28 of 39 updated 2/20/14 1:10 pm by Rich Wagner MUNICIPAL SERVICES COMMITTEE PROJECT - GOAL MATRIX NO. PROJECT DESCRIPTION LEAD COST REVIEW DATE EST. COMPL. STATUS DATE Suspended until further notice. Quarterly Reports: Jan (Prey Oct -Dec); Apr (Prey Jan - Mar); Jul (Prey Apr- June); Oct (Prey July -Sept) 1st meeting of the month. provided monthly to the committee for tracking purposes of License sales for measuring the removal of the rabies requirement. The Council Operations Committee /MIT met on 3/18/14. MIT confirmed same fireworks policies as 2013. MIT will pre- announce vendor demonstrations. Review for 2015 rates in November 2014. Quarterly Reports: Jan (Prey Oct -Dec); Apr (Prey Jan - Mar); Jul (Prey Apr- June); Oct (Prey July -Sept) 2nd Quarterly update to review Marketing Plan. 2nd meeting of the month. NO. ITEM OF INTEREST Review City Code (ACC 8.18) regarding Shopping Carts. Annual review of taxation basis to determine if any changes need to be made - dependent upon status of economy. Ordinance No. 6398 was enacted 2/21/12. Quarterly Reports: Jan (Prey Oct -Dec); Apr (Prey Jan- 1 Mar); Jul (Prey Apr- June); Oct (Prey July -Sept) 2nd Review street sweeping program in 6 months. Review auto theft statistics every 6 months. Last Revision Date: 7 /15/14 E:\ AGENDA\ MunicipalServicesPaperlessPacket\ 2014 \14 -July 28 \Resources \Matrix 07- 15- 14.xls 0) c o O 0) c 'o O 0) c 'o 0 0) c 'o 0 0 m 1 v O CN O v 0 N o N I\ 7/28/2014 11/24/2014 8/11/2014 8/11/2014 7/28/2014 2/10/2015 7/28/2014 v O CN M O 8/11/2014 Bob Lee Bob Lee Shelley Coleman Bob Lee Shelley Coleman Daryl Faber Daryl Faber Randy Bailey 7 C 2 c 0 0 Shelley Coleman Randy Bailey Bob Lee Red Light Photo Enforcement Animal Control and Rescue AVHS Board Review and Animal Control Licensing Program Fireworks Update Solid Waste Rate Review Golf Course & Restaurant Review Cemetery Update Shopping Cart Update Ordinance No. 6398 - Pull Tabs SCORE Jail Stats Street Sweeping Schedule Auto Thefts O O N N op N N M co ,To «) c Page 29 of 39 PCDC Work Plan Matrix - July 28, 2014 LAND USE CODES /POLICIES Comments Planning Department staff went before the Planning Commission on 1 -22 -14 and 3 -4 -14. The code amendment process is on- going. Once Planning Commission has made their recommendation that will be presented to PCDC and staff anticipates that taking place August 2014, most likely at the 2nd meeting. Staff to develop a work plan as part of the overall comprehensive plan updates. Staff will provide a plat and short plat training session during the June 23rd PCDC meeting. Staff will then return to PCDC on July 28th with an overview of potential draft code amendments. Staff will be moving forward with a proposed code amendment related to floor area ratio within the Downtown Urban Center (DUC) zone to the Planning Commission 2nd meeting in July or 1st meeting in August. Staff will formulate a strategy action plan and bring back to Committee as part of the overall comprehensive plan update. Code concepts and ideas to be developed based on Council retreat direction and linked to the overall comprehensive plan update. Funding options and ideas to construct and install the remaining 6 pedestrian kiosks downtown. Staff is moving forward with the project ideas presented at the 3 -7 -14 PCDC meeting and will look for other funding opportunities with the City Council for the upcoming 2015 -2016 two year budget cycle. PARKS, ARTS & RECREATION Discussion of the Auburn Avenue Theater. Staff /Council Lead (/) CD C o Chamberlain o RI 1- Chamberlain Chamberlain Chamberlain Chamberlain Faber Next on PCD August cr N July 28 August 2014 cr N cr N 0 CO 1- January Topic /Issue Code Amendments • Marijuana /Cannabis • Healthcare District Overlay • Short Plat Threshold • FAR (Floor Area Ratio) with DUC zone Historic Preservation Strategies Strategy Areas for Population /Business /Employment Pedestrian Kiosks Theater Lease O O CO O Lf) O Page 30 of 39 Comments COMMUNITY SERVICES DIVISION PCDC requested an update at a future meeting; briefing to be scheduled. Updates provided as needed or requested. Community Services to give annual updates. BOARDS, COMMISSIONS & HEARING EXAMINER On 12/09/13 the Arts Commission provided a presentation updating PCDC of their 2013 plans and activities and will return for an update in 2014. The Human Services Committee provided a 2013 update before PCDC on 01- 27 -14. The Human Services Committee is scheduled to present a 2014 update in 12 -2014. The Hearing Examiner attended PCDC to present an annual briefing on 11/12/13. The next briefing is scheduled for fall of 2014. Annual update occurred 7 -22 -13 with PCDC; the next update will take place 7- 28 -2014. The Committee held a Joint Meeting with the Planning Commission on 3/18/14. The next joint meeting will be in September, 2014. Annual update occurred on 5 -28 -13 with PCDC. Annual update occurred 10 -28 -13 with PCDC. COMPREHENSIVE PLAN /CAPITAL FACILITIES PLANNING (Long Range Planning) Major update of the comprehensive plan for the next 20 years +; Staff /Council Lead Hursh Hursh Hursh Faber Hursh C O X_ 0 Faber Chamberlain Thordarson Faber Chamberlain Next on PCD 0 m 1— Ongoing 0 m 1— December 2014 December 2014 Fall 2014 July 28 September 2014 Summer 2014 Fall 2014 0 m H Topic /Issue Building Community Human Services Center Unify communities through centralized communication and outreach Arts Commission Human Services Committee Hearing Examiner Parks & Recreation Board Planning Commission Transportation, Transit, and Trails Urban Tree Board Major Comprehensive Plan Update (o O N. O 00 O O) O O N M cr L[) (O Page 31 of 39 Comments Community visioning meetings were held the week of March 11 -13 and March 18 -20 with grocery store intercept events held April 7 -9. Report back to the community of the vision themes was held May 21St. Next step a draft report to be presented at the June 30th COW meeting. Update to the three utility comprehensive plans as the City updates its comprehensive plan. Joint PCDC and PWC meeting held on June 2nd to review the draft policies for the three utility comprehensive plans. Comprehensive Transportation Plan Update in concert with the comprehensive plan update project. Resolution No. 5075, the 2015 -2020 Transportation Improvement Program (TIP) was approved on 6 -16 -14 by City Council. Update annually as needed as part of the comprehensive plan update process. City Council adopted Ordinance No. 6489, the 2013 Comprehensive Plan Amendments at the 12 -2 -13 City Council meeting. Committee discussion on impact fees and calculations. UPDATES AND BRIEFINGS An Economic Development update was provided to the Committee on 4- 14 -14, future briefings will be provided as needed. Staff /Council Lead Chamberlain Public Works L as LL L as LL Finance Tate/ Chamberlain Mayor Next on PCD cm 0 cm 0 cm 0 0 M LW cm 0 0 M LW 0 M LWL I- Topic /Issue • Visioning for the major update • Water, Sewer, Storm Scope: Update to the Water, Sewer, and Storm Comprehensive Plans in concert with the Comprehensive Plan Update project. • Transportation Planning Scope: Long -term planning for the interrelationship between land use and transportation infrastructure. Transportation Improvement Program (TIP) Scope: 6 -year TIP that is updated annually identifying transportation related capital projects Capital Facilities Plan Scope: 6 -year capital facilities plan for the City's public facilities /utilities Fee discussions Economic Development Updates N- 00 N- 0) N- 0 N Page 32 of 39 Comments Staff to stay in touch with Planning Dept. and keep coordination & communication open with Tribe. The City met with the Muckleshoot Tribe on 11- 19 -13. The Auburn Downtown Association provided an update at the 04 -14 -14 meeting and will return in the spring of 2015 for their annual update. City tracking potential station stops expansion study by Amtrak. Public Works staff provided an update at the Committee's 3 -25 -13 meeting, the WSDOT station stop expansion feasibility study is expected to be complete in June, 2013. Council passed Resolution No. 4949 supporting an Amtrak stop in Auburn. LGCC to provide a briefing as needed. Stream and wetland restoration activities are ongoing. CRS: Staff is evaluating the 2013 changes to the CRS program requirements and developing policy options for the Committee to consider for City's future approach to CRS participation. FEMA on -site audit of the City's CRS Program is scheduled for November 6, 2014. NFIP -ESA: City has received notice that FEMA's model floodplain ordinance has been revised and new City regulations must be adopted and submitted to FEMA. Staff is preparing amendments to the City's regulations to meet this requirement. Staff /Council Lead a) LCU I— Chamberlain Mayor Backus Wagner Andersen c a) L a) c Q Next on PCD 0 H c1-0 CO N 0 H 0 H Spring 2015 0 H Topic /Issue Muckleshoot Tribe The ADA Amtrak Les Gove Community Campus Auburn Environmental Park Floodplain programs — NFIP and CRS N N N co N N co Page 33 of 39 Comments On 4 -14 -2014 staff provided an update of City environmental restoration projects planned and in progress for 2014, and will return in the Spring of 2015 for an update. CP1016: Fenster Phase 2 Levee Setback - Revised preliminary design has been approved by the Washington State Salmon Recovery Funding Board (SRFB). Project proceeding to final design and construction. CP0746: Mill Creek Wetland 5K Restoration - Staff is working with Army Corps to complete 95 %- design and prepare draft Project Partnership Agreement (PPA) for Committee review. On April 7, 2014, the City was notified that it has been selected to receive an additional $532,000 in state floodplain management grant funds for this project. CP1315: City Wetland Mitigation — Design and construction of compensatory wetland mitigation in the Auburn Environmental Park is ongoing. Resolution No. 5031, the Comprehensive Downtown Parking Management Plan was adopted by City Council on 2 -3 -14. The parking permit program will be blended into the CDPMP. Staff will provide monthly briefings on the development and implementation of parking management strategies. Ordinance No. 6477 was adopted by City council on 9 -3 -13. Staff provided an update at the 6/09/14 meeting. The City Council passed a one -year moratorium on 6 -16 -14 to look at the regulations that were adopted back in September. Now that the new regulations have been implements for about nine months, the City is evaluating whether additional code modifications are needed. Staff /Council Lead c a) i2 L a) C Q Chamberlain/ Yao Chamberlain/ Tate Next on PCD cLO LO L 0 N September o 0 3 L f Topic /Issue C O :C L O Na) N as y-+ a) C .-. O 0 L_ i a) O C ^ LL L W Downtown Parking Management Plan Communal Residences N CO N 0) N Page 34 of 39 X 2 tuo U lU L c 0 4J U Q, 4--1 E E 0 u L 0 U Status Ongoing - Quarterly updates Consultant to complete analysis Consultant to complete analysis. This may be a good topic for the Spetember COW meeting. Annual Traffic Impact Fee Update will be presented to PWC to review and approval. Review SR -164 Corridor Plan. Review status when changes occur. Permanent solution being developed for incorporation into future Lea Hill Roadway widening project. Monitoring of the slope area will continue through 2014. Estimated Completion Date Q Z .d- -1 O <-+ NI N %-i O ao .--i W .-1 O N N 01 8/4/2014 TBD 0 m I- Next PWC Review Date r-1 N N 7/21/2014 c-I co .--1 00 .--1 0 NJ CO m 8/4/2014 TBD CO ~ Staff Lead Sweeting .Q 7 ca l7 _Cl 7 f6 C7 rn >- @ a (D a T QJ 'to m - -, @ C7 Item Description Track completed project on the Current Year Active Capital Improvement Projects Map System Development Charges Cost of Service Analysis Transportation Impact Fee Structure Analyses Auburn Way South SR -164 Corridor Plan Review 105th Street Sewer Odor Lea Hill Road Repair ci z Q [C () CI W u. W Page 35 of 39 Updated: 7/16/2014 9:53 AM DI.0 AuBuRN ITY Cdr • \VASH E NGTo AGENDA BILL APPROVAL FORM Agenda Subject: Date: Proposed Briefing Matrixes July 23, 2014 Department: Attachments: Budget Impact: Administration Study Session Briefing Matrix $0 General City Business Briefing Matrix Legislative Session Breifing Matrix Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember: Meeting Date: July 28, 2014 Staff: Item Number: DI.0 AUBURN * MORE THAN YOU IMAGINED Page 36 of 39 X IT I- < J_ 2 U O z z m Li O w U IT 00 U g z • u) CO = LV Q >_ Ci M H Council Consideration Date (If Applicable) Council Discussion Summary Staff Lead(s) u .Q 0 1- 0 z Page 37 of 39 cc Q W 1 H Z 0 m 1 X J_ IT U < Z m m O 2 W U E _ 00 Z M U-1 CO_ CO m < (/) I- (7) J Q Ce W Z W 0 0 cn d c d -a 0Fi as cc o U w a� Ea o 0 Staff Lead(s) u .Q 0 1- 0 z Page 38 of 39 1- c.9 z w J 12 Z • m Z O 0 - W U cn Z CO I- < Q W J W Comments Legislative Review Status 0 0 0 0) as L 0 Staff Lead(s) 0. 0 1- Bill Reference 0 z O z w 0 a w I- < 0 Page 39 of 39 U 0