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WASHINGTON
CALL TO ORDER
Public Works Committee
June 2, 2014 - 4:30 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.
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Roll Call
Chairman Wayne Osborne, Vice -Chair Bill Peloza, and Member
Claude DaCorsi were present. Also present during the meeting were:
Mayor Nancy Backus, Councilmember Largo Wales, Councilmember
Yolanda Trout, Councilmember John Holman, Community
Development & Public Works Director Kevin Snyder, Assistant
Director of Engineering /City Engineer Ingrid Gaub, Assistant Director
of Public Works Operation Randy Bailey, Assistant Director of
Community Development Jeff Tate, Assistant City Engineer Jacob
Sweeting, Economic Development Manager Doug Lein, Planning
Services Manager Elizabeth Chamberlain, Acting Utilities Engineer
Susan Fenhaus, Sewer Utility Engineer Bob Elwell, Storm Drainage
Engineer Tim Carlaw, Transportation Manager Pablo Para, Street
Systems Engineer Jai Carter, Traffic Engineer James Webb,
Engineering Aide Amber Mund, Emergency Preparedness Manager
Sarah Miller, Veteran's /Human Services Coordinator Erica Sullivan
and Public Works Secretary Molly Hoisington.
Announcements
Chairman Osborne announced that the Planning and Community
Development Committee is attending today's Public Works Committee
meeting for the discussion of the Agenda Modification. Therefore, the
meeting order will be changed and the Agenda Modification will be
discussed first.
Agenda Modifications
There was one Agenda Modification adding Discussion Item G,
Transportation Improvement Program (TIP), Discussion Item H,
Utilities Comprehensive Plan Policies and Discussion Item I, System
Wide Improvement Framework (SWIF). It addition, the meeting time
was changed to it's regular start time of 3:30pm instead of the listed
time on the Agenda.
Page 1 of 9
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, May 19, 2014.
Motion carried 3 -0.
III. ACTION
A. Public Works Project No. CP1323 (Carter)
Grant permission to advertise for bids for Project No. CP1323, 2014
Local Street Pavement Reconstruction Project
Street Systems Engineer Carter explained that staff is asking for
permission to advertise to bid Project No. CP1323, 2014 Local Street
Pavement Reconstruction Project. This project originally started with
24th Street SE, H Street SE, K Street NE and an optional street of 3rd
Street NE. Due to budget constraints, 3rd Street NEwas not able to be
completed at this time. The current request is for rebuilding of 24th
Street SE, H Street SE and K Street NE.
Street Systems Engineer Carter confirmed this project is to
reconstruct 0.74 miles of local streets per the question asked by
Chairman Osborne.
Street Systems Engineer Carter responded to a question asked by
Chairman Osborne regarding the overlay on the 0.44 miles of local
streets.
In response to a question asked by Chairman Osborne, Street
Systems Engineer Carter advised the open houses have gone
extremely well.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee recommend City Council grant permission to
advertise for bids for Project No. CP1323, 2014 Local Street
Pavement Reconstruction Project.
Motion carried 3 -0.
B. Right -of -Way Use Permit No. 14 -15 (Mund)
Approve Right -of -Way Use Permit No. 14 -15 for Pierce Transit
Engineering Aide Mund explained Right -of -Way Use Permit No. 14 -15
is for Pierce County to continue to operate Route 497 for commuter
bus service and bus stops in the Lakeland Hills area connecting to the
Auburn Sounder Station. The service and stops were previously
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permitted under a Right -of -Way Use Permit which has recently
expired.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Right -of -Way Use Permit No. 14 -15 for
Pierce Transit.
Motion carried 3 -0.
C. Ordinance No. 6506 (Mund)
An Ordinance of the City Council of the City Of Auburn, Washington,
Granting to tw telecom of washington Ilc, A Delaware Limited Liability
Company, A Franchise for Telecommunications
Engineering Aide Mund explained Ordinance No. 6506 is an
agreement with tw telecom of washington Ilc for a franchise in Auburn.
tw telecom of washington Ilc has applied for a Franchise Agreement to
be able to operate and build within the City's rights of way and
telecommunications network.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee introduces and adopts Ordinance No. 6506 for
Franchise Agreement No. 14 -06 for tw telecom of washington Ilc.
Motion carried 3 -0.
D. Resolution No. 5065 (Mund)
A Resolution of the City Council of the City Of Auburn, Washington,
Setting a Public Hearing to Consider the Vacation of Un- Opened
Right -of -Way of South 324th Street Between 46th Place South and
51st Avenue South, South of South 321st Street, Within the City Of
Auburn, Washington
Engineering Aide Mund explained Resolution No. 5065 sets the date
of the public hearing for Vacation No. V2 -14 for South 324th Street
located between 46th Place South and 51 st Avenue South which is on
the West Hill.
Assistant Director of Engineering /City Engineer Gaub responded to a
question asked by Vice -Chair Peloza regarding the developer benefit.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee introduces and adopts Resolution No. 5065.
Motion carried 3 -0.
IV. DISCUSSION ITEMS
A. Resolution No. 5069 (Hursh)
A Resolution of the City Council of the City of Auburn, Washington,
Page 3 of 9
authorizing the acceptance of a grant from the Washington Service
Corps to provide a full -time disaster services member to the City of
Auburn, and authorizing the Mayor and City Clerk to execute the
necessary agreements to accept said member
Emergency Preparedness Manager Miller explained the City of
Auburn has a continued need to provide disaster education to the
public. Since 2006, we have utilized the AmeriCorps program to
coordinate this function and deliver public education. This grant of a
full -time AmeriCorps member for 2014/2015 will allow us to continue
our public education programs.
Emergency Preparedness Manager Miller responded to a question
asked by Chairman Osborne regarding the budget impact.
B. Resolution No. 5070 (Hursh)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the acceptance of a grant from the Washington Service
Corps to provide a full -time veterans services member to the City of
Auburn, and authorizing the Mayor and City Clerk to execute the
necessary agreements to accept said member
Emergency Preparedness Manager Miller explained the City of
Auburn has a newly established Veteran's Coordinator. The
AmeriCorps member will assist in outreach efforts and volunteer
coordinator to support this position.
C. Resolution No. 5074 (Para)
A Resolution of the City Council of the City of Auburn, Washington,
setting the time and date for a Public Hearing before the City Council
on the 2015 -2020 Transportation Improvement Plan
Traffic Engineer Webb explained Resolution No. 5074 is to set a time
and date for a public hearing to amend the Six Year Transportation
Improvement Plan.
Traffic Engineer Webb announced that grant funding was received
this afternoon for two King County Preservation Projects, TIP project
numbers 70 and 71 totaling approximately 1.5 million dollars.
Traffic Engineer Webb stated the grants received today are federal
funds administered by PSRC in response to a question asked by Vice -
Chair Peloza.
D. Capital Project Status Report (Sweeting)
Assistant Director of Engineering /City Engineer Gaub and Assistant
City Engineer Sweeting provided a status update in response to a
question asked by Chairman Osborne.
Page 4 of 9
F
G
Item 9, C524A — SCADA System Improvement — Physical Site
Improvements:
In response to a question asked by Chairman Osborne, Assistant
Director of Engineering /City Engineer Gaub explained the additional
charge is due to emergency side sewer repair work and will be paid
using additional sewer funds that will be added to the project budget.
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Responding to a question asked by Chairman Osborne, Assist2
Engineer Sweeting provided updated information on the project
timeline.
Item 28. CPI 218 — Auburn
Assistant City Engineer Sweeting provided an update on costs
associated with this project in response to a question asked by
Chairman Osborne.
Significant Infrasturcture Projects by Others - Public Works Status
Report (Laub)
There were no questions from the Committee.
Action Tracking Matrix (Laub)
Item F Amberview Apartments Sewer Odor:
Member DaCorsi suggested the Item Description be changed from
Amberview Apartments Sewer Odor to 105th Street Sewer Odor. Staff
will update.
Transportation Improvement Program (TIP) (Webb /Para)
Traffic Engineer Webb provided brief background of the
Transportation Improvement Program (TIP) and discussed the
deleted /completed projects.
Traffic Engineer Webb advised preliminary notification has been
received on two projects regarding the receipt of grant funding. The
City is awaiting final approval on 3.7 million dollars from PSRC to fund
design and construction of the West Main Street Project. The City was
also notified that funding of design and right -of -way phases on the F
Street Non - Motorized Project will likely be granted and is awaiting final
approval.
Transportation Manager Para responded to a question asked by
Councilmember Holman regarding the Lea Hill projects. There was a
brief group discussion regarding the impact fees.
In response to a question asked by Chairman Osborne,
Page 5 of 9
Transportation Manager Para explained the grant process pertaining
to the TIP.
Community Development & Public Works Director Snyder stated he
wanted to remind council that it's great to go after the grant money,
but if the resources aren't available to get the project done and
through the process of construction, it can be very challenging to
spend those monies appropriately in the time frames we are required
to do so.
Councilmember Wales made comment regarding the possibility of
adding additional staff specifically to manage grant funded projects.
Assistant Director of Engineering /City Engineer Gaub responded
stating there are two vacancies currently within our project engineer
positions which the City is actively working towards filling. These
positions have been vacant for approximately three months due to the
skills that are necessary with the vacant positions.
There was a group discussion regarding the Lea Hill Project.
H. Utilities Comprehensive Plan Policies (Fen haus /Elwell /Carlaw)
Acting Utility Engineer Fenhaus responded to a question asked by
Chairman Osborne regarding the Water Use Efficiency Goals on page
3 of 45.
Page 4 of 45, section 3.2.1, bullet two, "Maintaining desired levels of
service ":
Acting Utility Engineer Fenhaus answered a question asked by
Chairman Osborne regarding the cost relationship.
Page 5 of 45, section 3.2.5 and 3.2.8:
In response to a question asked by Vice -Chair Peloza, Acting Utility
Engineer Fenhaus provided overview of the monitoring process.
Page 6 of 45, section 3.2.15, Leak Adjustment:
Responding to a question asked by Member DaCorsi, Acting Utility
Engineer Fenhaus explained the Leak Adjustment Policy.
Page 6 of 45, section 3.3.1, Retail Water Service Area:
Acting Utility Engineer Fenhaus responded to a question asked by
Chairman Osborne regarding the service area boundaries.
Page 6 of 45, section 3.2.16, Termination of water service for
delinquent accounts:
Acting Utility Engineer Fenhaus stated this is as outlined per City
Code in response to a question asked by Member DaCorsi regarding
a grace period on delinquent utility accounts.
Page 6 of 9
There was a brief group discussion regarding the word "should" on
page 7 of 45.
Page 8 of 45, section 3.4.4, Customer Service:
Assistant Director of Public Works Operation Bailey responded to a
question asked by Councilmember Trout regarding the timeframe in
which complaints are resolved.
Page 14 of 45, section 3.6.12, Water for Irrigation:
Chairman Osborne made revision recommendation regarding how the
City Code is listed within the Policy Statement of this section. Acting
Utility Engineer Fenhaus will make revisions.
Page 15 of 45, section 3.7.1, Conservation Promotion:
Acting Utility Engineer Fenhaus advised of the conservation promotion
efforts in response to a question asked by Chairman Osborne.
Page 21 of 45, section 3.8.13, Construction Standards:
Assistant Director of Engineering /City Engineer Gaub responded to a
question asked by Chairman Osborne regarding the WSDOT
Standard Plans.
Page 22 of 45, section 3.8.14, Hydrants:
Assistant Director of Engineering /City Engineer Gaub discussed the
hydrant size in response to a question asked by Chairman Osborne.
Councilmember Wales recommended wording revision; staff will make
the recommended change.
Page 34 of 45, item 6:
Sewer Utility Engineer Elwell provided background summary on inflow
and infiltration (1 /1) in response to a question asked by Chairman
Osborne.
Page 34 of 45, item 11:
There was a brief group discussion regarding the wording "The
systems shall not be installed in City right -of- way ".
Page 34 of 45, item 13:
In response to a question asked by Member DaCorsi, Sewer Utility
Engineer Elwell discussed the sewer permit process in order to make
repairs on private property.
Page 35 of 45, item 15:
Responding to a question asked by Chairman Osborne, Sewer Utility
Engineer Elwell advised the acronym "SSA" stands for "Sewer Service
Area ".
Pave 38 of 45, item 51:
Page 7 of 9
Sewer Utility Engineer Elwell responded to a question asked by
Councilmember Holman regarding the odor related complaints.
Assistant Director of Public Works Operation Bailey further explained
the history of the sewer odor complaint on Lea Hill. A group
consensus was reached that this item should be deleted.
Page 41 of 45, items CF -50 through EN -15:
Storm Drainage Engineer Carlaw responded to a question asked by
Vice -Chair Peloza regarding flood water. Chairman Osborne
requested Legal Department review EN -3; staff will have Legal
Department review.
Page 42 of 45:
Storm Drainage Engineer Carlaw provided definition of "treatment
systems" in response to the request from Chairman Osborne.
Page 43 of 45, item NEW:
Storm Drainage Engineer Carlaw provided a brief background
summary in response to a question asked by Chairman Osborne
regarding the cost estimate.
System Wide Improvement Framework (SWIF) (Carlaw)
Storm Drainage Engineer Carlaw explained the System Wide
Improvement Framework (SWIF) started off years ago as a means to
address the competing goals of vegetation and levee management
along the Green River. SWIF Goals include:
• Integrated river and floodplain management
• Improve water temperature
• Advance progress towards meeting salmon protection and
goals
• Enhance open space, recreation, treaty fishing, and public
• Support farmland protection, resiliency and productivity
• Reduce long -term facility maintenance costs
• Flood protection
• Vegetation management
• Ecological resiliency
• Economic resiliency
• Community resiliency
recovery
access
Storm Drainage Engineer Carlaw provided a map which illustrates the
Green River SWIF's preliminary thoughts on enhanced flood
protection along the Green river. There was a brief group discussion
regarding the map and the timing of the Flood Control Districts
decision making process.
V. ADJOURNMENT
Page 8 of 9
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 5:13 p.m.
Approved this 16th day of June, 2014.
Way sborne Molly oisington
Chairman Public Works Department Secretary
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