HomeMy WebLinkAbout07-21-2014 MINUTESerror i Public Works Committee
(, w[Z;T�j'�.- July 21, 2014 -3:30 PM
jlv Annex Conference Room 2
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WAS 1-11 INGTON' MINUTES
CALL TO ORDER
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, Assistant Director of Public Works Operations
Randy Bailey, Councilmember Rich Wagner, Councilmember Largo
Wales, Councilmember Yolanda Trout, Assistant City Engineer
Jacob Sweeting, Acting Utilities Engineer Susan Fenhaus,
Transportation Manager Pablo Para, Director of Administration
Michael Hursh, Environmental Services Manager Chris Andersen,
Storm Drainage Engineer Tim Carlaw, Engineering Aide Amber
Mund, Transportation Planner Joe Welsh, Project Engineer Matt
Larson, Assistant City Attorney Doug Ruth, Economic Development
Manager Doug Lien and Public Works Secretary Molly Mendez.
Members of the public in attendance included: Mike Stringer, Tage
Aaker, Karyn Johnson, Dan Roper, Jeff Dillon and Connie Henke.
B. Announcements
There were no announcements.
C. Agenda Modifications
There was one agenda modification, adding Discussion Item G,
Resolution No. 5087, to the agenda.
II. CONSENT AGENDA
A. Approval of Minutes
Public Works Committee to approve the minutes of the July 7, 2014
Public Works Committee meeting
Page 1 of 8
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve the Public Works Committee Meeting
minutes for date, July 7, 2014.
Motion carried 3 -0.
III. ACTION
A. Resolution No. 5078 (Mund)
A Resolution of the City Council of the City of Auburn, Washington,
setting a public hearing to consider a franchise agreement with
Electric Lightwave, LLC, a wholly owned subsidiary of Integra
Telecom Holdings, Inc
Engineering Aide Mund explained Resolution No. 5078 sets the date
of the public hearing for Electric Lightwave LLC for September 2,
2014. Electric Lightwave has applied for a franchise agreement with
the City to be able to operate a telecommunications franchise within
the city limits. There are no current plans to build within the City.
Assistant Director of Engineering /City Engineer Gaub clarified the
review process of permit applications in response to a question
asked by Vice -Chair Peloza.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Resolution No. 5078 setting the date of
the public hearing for Franchise Agreement No. 13 -28 for Electric
Lightwave LLC for September 2, 2014.
Motion carried 3 -0.
B. Right -of -Way Use Permit No. 14 -28 (Mund)
Approve Right -of -Way Use Permit No. 14 -28 for Auburn Days
Festival and Fun Run
Engineering Aide Mund advised Right -of -Way Use Permit 14 -28 is
for the Auburn Days Festival annual festival which will be held the
second weekend in August. The festival and Fun Run course are the
same as last year.
Engineering Aide Mund further explained the police attendance at
East Main Street following a question asked by Chairman Osborne.
Assistant Director of Public Works Operations Bailey informed the
Committee that part of the costs that the City incurred for this event
last year was approximately $7,200.00. This amount only includes
the cost to the Maintenance and Operations division and does not
include others such as Solid Waste, the Parks Department, and the
Police Department costs. In response to a question from Chair
Osborne, Assistant Director of Public Works Operations Bailey
Page 2 of 8
confirmed that these costs are included in the special events line
item of the Street budget.
Vice -Chair Peloza noted a date error on the agenda bill. Engineering
Aide Mund will correct.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Right -of -Way Use Permit No. 14 -28 for
Auburn Days Festival and Fun Run.
Motion carried 3 -0
C. Right -of -Way Use Permit No. 14 -29 (Mund)
Approve Right -of -Way Use Permit No. 14 -29 for Auburn Noon Lions
Club and the Auburn Downtown Association
Engineering Aide Mund informed the Committee that Right -of -Way
Use Permit No. 14 -29 is for the Auburn Noon Lions Club and the
Auburn Downtown Association to hold a food stand and beer and
wine garden during Auburn Days Festival.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Right -of -Way Use Permit No. 14 -29 for
Auburn Noon Lions Club and the Auburn Downtown Association.
Motion carried 3 -0.
D. Public Works Project No. CP1104 (Larson)
Award Contract No. 14 -09 to Valley Electric Company of Mount
Vernon on their low bid of $258,189.23 for Project No. CP1104, 8th
St NE and 104th Ave SE Intersection Improvements
Project Engineer Larson provided a brief background summary of
the project.
Responding to a question asked by Chairman Osborne, Project
Engineer Larson explained the public outreach process regarding
traffic notices. Larson also noted the contractor has limited
timeframes for the work. These limited timeframes will prevent work
during rush hour traffic.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee award Contract No. 14 -09 to Valley Electric
Company of Mount Vernon on their low bid of $258,189.23 for
Project No. CP1104, 8th St NE and 104th Ave SE Intersection
Improvements.
Motion carried 3 -0.
Page 3 of 8
E. Public Works Project No. CP1222 (Larson)
Project Engineer Larson provided an overview of the project. There
were no questions from the Committee.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee Approve Final Pay Estimate No. 3 to Contract
No. 13 -15 in the Amount of $3,978.39 and Accept Construction of
Project No. CP1222, Citywide Traffic Signal Safety Improvements.
Motion carried 3 -0.
F. Resolution No. 5086 (Laub / Ruth)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute an agreement with Jacob Armijo to
convey an easement over a portion of City storm water retention
property
Assistant City Attorney Ruth provided a background summary of
Resolution No. 5086 and explained that the City is proposing to
grant an easement to resolve an encroachment issue. Granting Mr.
Armijo an easement allows him to retain his fence and landscaping
in the 550 square foot portion of backyard area that is encroaching
on the City's storm drainage property. It also gives the City the
option to retain exclusive use of the property again if necessary in
the future. Mr. Armijo has agreed to pay $3,200.00 for the easement
plus the recording costs. This price is based upon the per foot value
of his property. The encroachment is not currently impacting the
City's ability to operate the storm facility.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee Approve Resolution No. 5086.
Motion carried 3 -0.
G. Ordinance No. 6520 (Gaub)
An Ordinance of the City Council of the City of Auburn, Washington,
Amending sections 13.32A.020 and 13.32A.120 of the Auburn City
Code relating to Undergrounding Wiring
Assistant Director of Engineering /City Engineer Gaub stated
Ordinance No. 6520 is a proposed change to the Auburn City Code
related to Underground Wiring. This revision is for franchisees and
provides clarification of the exceptions to the undergrounding
requirement for the expansion of an overhead system for a
secondary tenant on existing utility poles owned by another utility.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee introduces and adopts Ordinance No. 6520.
Page 4 of 8
Motion carried 3 -0.
IV. DISCUSSION ITEMS
A. Design Standards Revisions - Landscaping (Welsh)
Transportation Planner Welsh indicated City staff is proposing to
update the landscape portion of the Design Standards. The
proposed changes include the expansion of the list of trees and
shrubs which are allowed to be planted in the public right of way. In
addition, these proposed changes are intended to improve the
requirements to protect sidewalks from tree roots and reduce the
likelihood of overplanted trees impacting in- ground utilities, impairing
visibility of street signage and reducing the effectiveness of street
lighting.
Chairman Osborne asked for confirmation that these proposed
changes have been reviewed by the City arborist. Transportation
Planner Welsh replied stating they have been reviewed by the City
arborist.
Member DaCorsi requested the City include a tree trimming
guideline. Transportation Planner Welsh indicated he will look into
this. Assistant Director of Engineering /City Engineer Gaub added
that this is covered in the standards for the planting of new trees in
order to ensure only short growing trees are planted under overhead
power lines.
There was a brief discussion regarding the width of a sidewalk
following a question asked by Chairman Osborne.
Chairman Osborne pointed out that the street lighting standard
states trees should be at least twenty feet from lights and asked if
twenty feet is enough space. Transportation Planner stated this
distance has been successful in the past. Assistant Director of
Engineering /City Engineer Gaub suggested the addition of a
requirement that it is at least half the proposed mature canopy width
of the tree or twenty feet, whichever is greater. Transportation
Planner Welsh will revise as suggested.
B. Resolution No. 4959 (Snyder)
The purpose of Resolution No. 4959 is for the City Council to
authorize the City of Auburn to enter into a Project Partnership
Agreement (PPA) with the U.S. Army Corps of Engineers to
construct the Mill Creek Wetland 5K project
Chairman Osborne requested Councilmember Wagner sit at the
table for this discussion item.
Page 5 of 8
Environmental Services Manager Andersen and two representatives
from the Army Corps of Engineers (Jeff Dillon and Dan Roper) came
to the table for this discussion item. In addition, Mike Stringer with
the environmental consulting firm was in attendance in the audience.
Environmental Services Manager Andersen distributed a graphic
that provides the overview of the extent of the Wetland 5K Project
Andersen then briefed the Committee on the project plans.
Environmental Services Manager Andersen replied to a question
asked by Councilmember Wagner regarding the culvert.
There was a brief discussion regarding the reed canary grass
following a question asked by Chairman Osborne.
There was a discussion regarding the maintenance plan and beaver
dams.
There was a group discussion regarding the fish and wildlife
department following a question asked by Member DaCorsi.
In response to a question asked by Chairman Osborne,
Environmental Services Manager Andersen responded stating it is
hopeful that this creek will lower the water temperature on the Green
River in addition to improving water quality.
C. Utility System Development Charges (SDC) Analysis Update from
FCS Group ( Fenhaus)
Acting Utilities Engineer Fenhaus and two representatives (Tage
Aaker and Karyn Johnson) from FCS Group came to the table for
this discussion item.
There was a brief group discussion regarding the timeframe of when
the last SDC fee update was completed following a question asked
by Chairman Osborne.
Acting Utilities Engineer Fenhaus provided an overview on this
discussion item.
Chairman Osborne made recommendation that the City not
delineate between a 1 -inch and % -inch water meter in the SDC Fee
Structure.
There was a group discussion regarding the Construction Cost
Index (CCI) following a question asked by Chairman Osborne.
Page 6 of 8
Ms. Johnson responded to a question asked by Chairman Osborne
regarding the annual customer growth percentage on page eight of
the handout. This was followed by a group discussion.
Acting Utilities Engineer Fenhaus responded to a question asked by
Chairman Osborne regarding the Water Purchase on the Water
Capital Improvement Plan on page ten of the handout. Discussion
followed concerning the customer base that should be included in
the customer growth related to this.
Assistant Director of Engineering /City Engineer Gaub responded to
questions asked by Vice -Chair Peloza regarding the staff
recommendations on page four of the handout.
Ms. Johnson further explained Approach A on page three of the
handout and the Committee agreed that they felt this was the most
appropriate calculation method to use.
D. Capital Project Status Report (Sweeting)
CP1122 — 30th Street NE Storm Improvements:
Responding to a question asked by Member DaCorsi, Assistant City
Engineer Sweeting provided an updated timeline for the project
advertisement.
Chairman Osborne requested a briefing on CPI 107 (Fulmer
Wellfield Improvements), CP1118 (Auburn Way South Pedestrian
Improvements — Dogwood to Fir Street) and CP1119 (Auburn Way
South Corridor Improvement — Fir St. SE to Hemlock St. SE) at the
next Public Works Committee Meeting.
E. Significant Infrastructure Projects by Others - Public Works Status
Report (Laub)
There were no questions from the Committee.
F. Action Tracking Matrix (Laub)
Item F — 105th Street Sewer Odor:
Assistant Director of Public Works Operations Bailey indicated there
have not been any recent complaints in response to a question
asked by Chairman Osborne.
Item G — Lea Hill Road Repair:
Assistant City Engineer Sweeting provided an updated status report
indicating the City received a draft report from the geotechnical
engineer which outlined some potential long term solutions in
response to a question asked by Chairman Osborne.
G. Resolution No. 5087
A Resolution of the City Council of the City of Auburn, Washirtge 7 of 8
u
approving the Lease Extension and Addendum to Lease between
the City of Auburn and the Bank of Washington
For the purpose of these minutes, this item was discussed after
Discussion Item C.
Director of Administration Hursh provided a background summary
for Resolution No. 5087.
In response to a question asked by Chairman Osborne, Director of
Administration Hursh discussed the garbage receptacle at this
location.
Director of Administration Hursh responded to a question asked by
Chairman Osborne regarding agreements to lease these lots.
ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:55 p.m.
Approved this 4t day of August, 2014.
-7p
ayn s Molly Mendez
Chairman Public Works Department Secretary