HomeMy WebLinkAbout01-27-2020 CITY COUNCIL STUDY SESSIONCity Council Study Session Finance,
Technology and Economic Dev elopment
Special Focus Area
J anuary 27, 2020 - 5:30 P M
City Hall Council Chambers
A GE NDA
Watch the meeting L I V E !
Watch the meeting video
Meeting videos are not available until 72
hours after the meeting has concluded.
I .C A L L TO O R D E R
A .Roll Call
I I .A NNO UNC E ME NT S , R E P O RT S , A ND P R E S E NTAT I O NS
I I I .A G E ND A I T E MS F O R C O UNC I L D I S C US S I O N
A .City Organizational Overview - P ublic Works (Gaub)(30 Minutes)
B .Facility Needs Assessment and Master P lan Briefing (Gaub)(30 Minutes)
C.2019 State of Our S treets Summary (Gaub)(15 Minutes)
D.P ublic Records Policy (Comeau)(10 Minutes)
I V.O T HE R D I S C US S I O N I T E MS
V.NE W B US I NE S S
V I .A D J O UR NME NT
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.
Page 1 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
City Organizational Overview - Public Works (Gaub)(30 Minutes)
Date:
January 22, 2020
Department:
Public Works
Attachments:
Statistics at A Glance
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
For discussion only.
Background Summary:
The Public Works Department will provide a brief overview of what public works is and the
various programs and divisions within the Department. A brief summary of the departments
statistics is attached for information.
For additional background, the Department manages several areas of the City’s public
infrastructure including water, sanitary sewer, storm drainage, streets and the Auburn
Municipal Airport. Council, if desired, may review the comprehensive and master plans for
these programs at the following locations on the City's website:
Water Comprehensive Plan
Sewer Comprehensive Plan
Storm Drainage Comprehensive Plan
Transportation Comprehensive Plan
Transportation Improvement Plan
Airport Master Plan
Copies of these plans have not been provided as printed material in the packet due to the
size of these plans.
Rev iewed by Council Committees:
Councilmember:Staff:Gaub
Meeting Date:January 27, 2020 Item Number:
Page 2 of 19
Page 3 of 19
CITY OF AUBURN PUBLIC WORKS | STATISTICS AT A GLANCE 1 WATER SEWER STORM Number of Staff: 23 Maintenance, 3 Engineering Number of Staff: 10 Maintenance, 2 Engineering Number of Staff: 11 Maintenance, 4 Engineering STATISTICS:STATISTICS:STATISTICS:STATISTICS: • 300 miles of pipes • 6,100 valves • 3,000 fire hydrants • 2 springs • 6 active wells • 8 pump stations • 8 reservoirs (15 million gallons) • Braunwood area with its own well, pump station, and storage reservoir • Produce 2.5 billion gallons of water per year KEEPING YOUR WATER SAFE:KEEPING YOUR WATER SAFE:KEEPING YOUR WATER SAFE:KEEPING YOUR WATER SAFE: • Take over 1,000 samples per year • Treat and disinfect with chlorine • Replace aging infrastructure • Report annually to customers • Routinely flush water mains • Monitor constantly through our SCADA system STATISTICS:STATISTICS:STATISTICS:STATISTICS: • 200 miles of pipe • 16 pump stations • 5,600 manholes • Treatment by King County KEEPING THE “BUSINESS” FLOWING:KEEPING THE “BUSINESS” FLOWING:KEEPING THE “BUSINESS” FLOWING:KEEPING THE “BUSINESS” FLOWING: • Inspect pump stations daily • Inspect and clean sewer system • Replace aging infrastructure • Fats, oils, and grease (FOG) can clog sewer system • So called “flushable” wipes DO clog sewer system • Monitor constantly through our SCADA system STATISTICS:STATISTICS:STATISTICS:STATISTICS: • 230 miles of pipes • 40 miles of ditches • 9,900 catch basins • 2,800 manholes • 120 outfalls to the Green and White Rivers and Mill Creek • 7 pump stations • 160 stormwater ponds PROTECTING THE PROTECTING THE PROTECTING THE PROTECTING THE ENVIRONMENT:ENVIRONMENT:ENVIRONMENT:ENVIRONMENT: • Inspect public and private storm facilities annually • Clean and repair public systems as needed, enforce maintenance of private systems • Control mosquitoes in public systems • Investigate spills and illegal discharges • Conduct school education programs • Monitor construction activities • Prepare annual report to Ecology • Monitor constantly through our SCADA system Page 4 of 19
CITY OF AUBURN PUBLIC WORKS | STATISTICS AT A GLANCE 2 TRANSPORTATION ENGINEERING STREETS/VEGETATION MANAGEMENT FLEET/CENTRAL STORES Number of Staff: 7 Engineering, 3 Maintenance Number of Staff: 9 Maintenance Number of Staff: 8 Maintenance STATISTICS:STATISTICS:STATISTICS:STATISTICS: • Traffic OperationsTraffic OperationsTraffic OperationsTraffic Operations: 95 traffic signals, 48 school zone flashing signs, 2 message signs, 10 pedestrian crossings with flashing lights, 1 railroad crossing, 15 radar feedback signs, 59 CCTV cameras, inspection and maintenance of 16 bridges. • Traffic EngineeringTraffic EngineeringTraffic EngineeringTraffic Engineering: Support of 150 to 200 Land Use and Development permit applications per year, Develop and update Transportation Improvement Program (TIP) and traffic impact fee program, apply for grants which yield an average $3.5 Million annually of funding. • Transportation PlanningTransportation PlanningTransportation PlanningTransportation Planning: Develops and updates Transportation Comprehensive Plan, manages street delay and paybacks, coordinates with transit agencies and regional planning groups, conducts 40 speed studies per year, manages parking issues, assesses traffic impact fees for 300 to 400 new building permits and 800 new business licenses per year, addresses 40 to 50 resident requests per year. • Right of way (ROW) managementRight of way (ROW) managementRight of way (ROW) managementRight of way (ROW) management – street vacations (5 to 10 per year), ROW permits (50 to 100 per year), utility franchise management (18 Active franchise utilities), Adopt-a-street program, vehicular counts and accident data management. STATISTICS:STATISTICS:STATISTICS:STATISTICS: • 629 equivalent lane miles for street sweeping (246 miles of streets) • 7,000 street lights • 11,000 traffic signs • 200 properties to mow KEEPING THE CITY NEAT AND CLEAN:KEEPING THE CITY NEAT AND CLEAN:KEEPING THE CITY NEAT AND CLEAN:KEEPING THE CITY NEAT AND CLEAN: • Sweep streets 7 times per year on schedule • Respond to customer requests for mowing and maintenance (1,240 in 2018) • Repair street and traffic signs (470 in 2018) • Repair potholes and install street patches (250 tons of hot mix in 2018) • Mow each property 3 times per year Control invasive and noxious weeds in right-of-way and ponds • Inclement Weather Response – De-icing, snow plowing, fallen tree removal, landslide cleanup, etc. Note: A Lane Mile is considered a 12 foot width of paved surface within a roadway. STATISTICS:STATISTICS:STATISTICS:STATISTICS: FleetFleetFleetFleet • 300 vehicles/equipment • 35 Patrol Vehicles, 13 Heavy Duty Trucks • 2,100 repairs annually Central StoresCentral StoresCentral StoresCentral Stores • 2,000 categories stocked • 19,000 individual items total $380,000 per year • Three 10,000 gallon fuel tanks • 185,000 gallons of fuel/year TAKING CARE OF CITY FLEET TAKING CARE OF CITY FLEET TAKING CARE OF CITY FLEET TAKING CARE OF CITY FLEET AND INVENTORY:AND INVENTORY:AND INVENTORY:AND INVENTORY: • Purchase and surplus fleet equipment • Perform all necessary repairs both scheduled and unscheduled to the fleet • Ensure enough supplies for one year of consumption • Purchase specialized non-inventory items for all city departments Page 5 of 19
CITY OF AUBURN PUBLIC WORKS | STATISTICS AT A GLANCE 3 AIRPORT SURVEY CAPITAL & CONSTRUCTION Number of Staff: 3 Airport Number of Staff: 5 Engineering Number of Staff: 21 Engineering STATISTICS:STATISTICS:STATISTICS:STATISTICS: • 142,000 Take Off and Landings per year • Runway Length = 3400 feet…soon to be 3841 feet • 330 Based Aircraft • 8 Commercial Business Tenants KEEPING AIR TRAFFIC MOVING:KEEPING AIR TRAFFIC MOVING:KEEPING AIR TRAFFIC MOVING:KEEPING AIR TRAFFIC MOVING: • Oversee safe airport operations • Efficiently budget and plan to keep the facility sustainable into the future • Manage and maintain 110 acres of airport property which includes pavement, vegetation areas, airfield lighting, aircraft hangars and commercial buildings • Manage the Aviation Fuel concession • Protect the airport and community from surrounding incompatible land uses REGIONAL IMPACTSREGIONAL IMPACTSREGIONAL IMPACTSREGIONAL IMPACTS:::: • Supports 232 jobs • Generates $43.1 M in Economic Impact STATISTICS:STATISTICS:STATISTICS:STATISTICS: • Supports 5 City departments • Control database of 2700+ survey points • Innovative & state of the art technology (Robotic Total Station, GPS/GNSS equipment, 3D Laser Scanner & Photo-imager, sUAV systems) PROVIDING THE FOUNDATION FOR NEW PROVIDING THE FOUNDATION FOR NEW PROVIDING THE FOUNDATION FOR NEW PROVIDING THE FOUNDATION FOR NEW INFRASTRUCTURE:INFRASTRUCTURE:INFRASTRUCTURE:INFRASTRUCTURE: • Research, analyze & interpret legal, title and record documents • Conduct Right of Way and Topographic surveys for Capital Improvement Projects • Perform Construction Staking and Layout • Prepare legal descriptions, depiction exhibits and records of survey • Review land use applications and design plans STATISTICS:STATISTICS:STATISTICS:STATISTICS: • $30 million of street, water, sanitary sewer, and storm utility improvements constructed each year, on average • Capital Projects Management (12-15 Capital Projects designed and constructed each year) • Development Project Construction Administration and Inspection (20 projects per year, on average) • Administration of consultant, service and construction agreements (80 contracts per year, on average) • Inspection of storm, utility and other permits for work in the public right of way (500 permits per year) IMPROVING OUR CITY:IMPROVING OUR CITY:IMPROVING OUR CITY:IMPROVING OUR CITY: • Use 6-year Capital Facilities Plan to design and build projects at the time they are needed and when funding is available • Manage grant funding to greatest extent possible to make most efficient use of local funds • Design and inspect construction of utilities and street public works projects • Strive to complete projects on time and within budget Page 6 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
Facility Needs Assessment and Master Plan Briefing (Gaub)(30
Minutes)
Date:
January 21, 2020
Department:
Public Works
Attachments:
No Attachments Av ailable
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
For discussion only.
Background Summary:
The purpose of this discussion is to brief Council on the Draft Needs Assessment that is
being prepared as part of the Facility Needs Assessment and Master Plan project.
The Facilities Master Plan project is conducting a planning level effort to identify and develop
conceptual solutions and alternatives for future City facility needs. The evaluation includes an
analysis of the potential land usage and building needs for the next 20 years, through a joint
collaborative effort with several City departments.
The Needs Assessment briefing is the second of five Council Checkpoints scheduled as part
of this project. This briefing will cover progress since the project introductory briefing to
Council held on September 9, 2019, including sharing information that was attained through
facility tours, staff interviews, a visioning workshop, and the draft Needs Assessment memo
that is being prepared for the project.
Rev iewed by Council Committees:
Councilmember:Staff:Gaub
Meeting Date:January 27, 2020 Item Number:
Page 7 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
2019 State of Our Streets Summary (Gaub)(15 Minutes)
Date:
January 21, 2020
Department:
Public Works
Attachments:
2019 State of Our Streets Das hboard
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
For discussion only.
Background Summary:
This is a 2019 year end summary of the City’s Arterial/Collector and Local Street Pavement
Preservation Programs. This year’s summary is presented in a dashboard format that will also
be incorporated into the City’s webpage. This dashboard provides the public with a quick look
at the overall condition of the City’s roadways and preservation program activities. It also
gives City policymakers a quick executive overview in order to help facilitate policy and
funding decisions. Additional information is also available on the City’s website (Pavement
Preservation) that provides a more in depth explanation of the City’s street preservation
programs including program history, projects, funding, and technical considerations.
Rev iewed by Council Committees:
Councilmember:Staff:Gaub
Meeting Date:January 27, 2020 Item Number:
Page 8 of 19
Page 9 of 19
Page 10 of 19
Page 11 of 19
Page 12 of 19
AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Records Policy (Comeau)(10 Minutes)
Date:
January 21, 2020
Department:
Legal
Attachments:
Public Records Policy
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
For Council Discussion
Background Summary:
The City Attorney’s Office has prepared a Public Records Policy that governs City-wide
practices as well as the Clerk’s official procedures in accordance with RCW
42.56.070(1). This policy will formalize our internal practices and procedures and it will be
required to be acknowledged by all employees. There will be no legislation accompanying
this policy.
Rev iewed by Council Committees:
Councilmember:Staff:Comeau
Meeting Date:January 27, 2020 Item Number:
Page 13 of 19
City of Auburn Public Records Policy Page 1 Adopted February 2020
City of Auburn
Public Records Request Policy
Adopted February 2020
Section 1. Authority and purpose.
(1) RCW 42.56.070(1) requires each agency to make available for inspection
and copying nonexempt "public records" in accordance with published rules. The act
defines "public record" to include any "writing containing information relating to the
conduct of government or the performance of any governmental or proprietary function
prepared, owned, used, or retained” by the agency.
(2) RCW 42.56.070(2) requires each agency to set forth "for informational
purposes" every law, in addition to the Public Records Act, that exempts or prohibits the
disclosure of public records held by that agency. The City adopts by reference the list of
exemptions found in Appendix C of the Public Records Act for Washington Cities,
Counties, and Special Purpose Districts published by Municipal Research & Services
Center, last update March, 2019, as that list may be amended.
(3) In accordance with RCW 42.56.070(4)(a), the City finds that the City is
comprised of multiple departments, which maintain separate databases and document
management systems. The City further concludes that because of the multiple
locations, formats, and storage systems, it is unduly burdensome to maintain an all-
inclusive index of public records. Therefore, the City does not maintain an all-inclusive
index of public records.
(4) The purpose of these rules is to establish the procedures the City of Auburn
(“City”) will follow in order to provide full access to public records. These rules provide
information to persons wishing to request access to public records of the City and
establish processes for both requestors and the City staff.
Section 2 Contact information—Public records officer.
(1) The City’s central office is located at 25 West Main Street, Auburn,
Washington 98001.
(2) Any person wishing to request access to public records of the City or seeking
assistance in making a request should contact the public records officer of the City:
City Clerk
25 West Main Street
Auburn WA, 98001
253-931-3039 (phone)
253-804-3116 (fax)
Recordrequests@auburnwa.gov
Information is also available at the City’s web site at www.auburnwa.gov
Page 14 of 19
City of Auburn Public Records Policy Page 2 Adopted February 2020
(3) The public records officer will oversee compliance with the Act but another
City staff member may process the request. Where these rules refer to the public
records officer it means the City Clerk or the Clerk’s designee.
Section 3. Availability of public records.
(1) Hours for inspection of records. Public records are available for inspection
and copying during normal business hours of the City: Monday through Friday, 8:00
a.m. to 5:00 p.m. (excluding legal holidays). Records must be inspected at the City
offices.
(2) A requestor shall not take City records from the City without the permission of
the public records officer.
Section 4. Making a request for public records.
Many records are available on the City web site at www.auburnwa.gov.
Requestors are encouraged to view the documents available on the web site before
submitting a request.
(1) Any person wishing to inspect or copy public records of the City should make
the request in writing on the City’s request portal located at www.auburnwa.gov, or by
letter, fax, or e-mail addressed to the public records officer and including the following
information:
(a) Name of requestor;
(b) Address of requestor;
(c) Other contact information, including telephone number and
any email address;
(d) Identification of the public records adequate for the public
records officer or designee to locate the records; and
(e) The date and time of day of the request.
(2) If the requestor wishes to have copies of the records made instead of simply
inspecting them, they should note this on their request. The Clerk’s office will contact
the requestor to make arrangements to pay for copies of the records or a deposit.
(3) Requests for public records may be made by telephone or in person. The
request should contain the information in subsection 1. The public records officer will
confirm receipt of the information and the substance of the request in writing.
Section 5. Processing of public records requests--general.
(1) Processing Requests. The public records officer will process requests in the
order allowing the most requests to be processed in the most efficient manner. To
prevent excessive interference with other essential functions of the City, and to allow
Page 15 of 19
City of Auburn Public Records Policy Page 3 Adopted February 2020
the Public Records Officer and other designated City staff members to perform their
other assigned duties, the Public Records Officer will direct staff to spend an
appropriate amount of time depending on the complexity and volume of the request.
(2) Acknowledging receipt of request. Within five business days of receipt of
the request, the public records officer will do one or more of the following:
(a) Make the records available for inspection or copying;
(b) Provide a link to the City's web page where the requested records
are posted;
(c) Acknowledge that the request has been received and provide a
reasonable estimate of when records will be available;
(d) If the request is unclear or does not sufficiently identify the
requested records, the Public Records Officer will acknowledge receipt
of the request, request clarification from the requestor and provide a
reasonable estimate of time it will take to respond to the request if it is
not clarified. Such clarification may be requested and provided by
telephone; or
(e) Deny the request.
(3) Consequences of failure to respond. If the City does not respond in writing
within five business days of receipt of the request for disclosure, the requestor should
contact the public records officer to determine the reason for the failure to respond.
(4) Protecting rights of others. If the requested records contain information that
may affect rights of others and may be exempt from disclosure, the public records
officer may, before providing the records, give notice to those persons. The notice will
give those persons a reasonable time to seek an order from a court to prevent or limit
the disclosure. The notice to the affected persons will include the relevant text of the
request and the name of the requestor.
(5) Records exempt from disclosure. Some records are exempt
from disclosure, in whole or in part. If the City believes that a record is exempt
from disclosure and should be withheld, the public records officer will state the specific
exemption and provide a brief explanation of why the record or a portion of the record is
being withheld. If only a portion of a record is exempt from disclosure, but the remainder
is not exempt, the public records officer will redact the exempt portions, provide the non-
exempt portions, and indicate to the requestor why portions of the record are being
redacted. See Section 12 for further information on exempted records.
Page 16 of 19
City of Auburn Public Records Policy Page 4 Adopted February 2020
Section 6. Inspection of records.
(1) Consistent with other demands, the City shall provide space to inspect public
records. No member of the public may remove a document from the viewing area or
disassemble or alter any document. The requestor shall indicate which documents they
want the City to copy.
(2) The requestor must claim or review the assembled records or installment
within fifteen days of the City’s notification to them that the records are available for
inspection or copying. The agency will notify the requestor in writing of this requirement
and inform the requestor that they should contact the agency to make arrangements to
claim or review the records. If the requestor or a representative of the requestor fails
claim or review the records within the fifteen-day period or make other arrangements,
the City may close the request and re-file the assembled records. Subsequent requests
by the same person for the same or almost identical records will be processed as a new
request.
Section 7. Providing copies of records. After inspection is complete, the public
records officer shall make the requested copies or arrange for copying.
Section 8. Providing records in installments. The City may provide the records in
installments. If the Public Records Officer elects to provide the records in installments,
the City may suspend processing future installments and may resume processing the
request once the current installment is reviewed. If the current installment is not
reviewed by the requestor within fifteen days of the City’s notification to them that the
records are available for inspection or copying, the City may close the request and re-
file the assembled records.
Section 9. Completion of inspection. When all requested copies are provided
(other than records exempt from disclosure), the public records officer will indicate that
the City has completed a diligent search for the requested records and made any
located non-exempt records available for inspection.
Section 10. Closing withdrawn or abandoned request. When the requestor either
withdraws the request or fails to fulfill his or her obligations to inspect the records or pay
the deposit or final payment for the requested copies, the public records officer will
close the request.
Section 11. Later discovered documents. If, after the City has informed the
requestor that it has provided all available records, the City becomes aware of
additional responsive documents existing at the time of the request, it will promptly
inform the requestor of the additional documents and provide them on an expedited
basis.
Page 17 of 19
City of Auburn Public Records Policy Page 5 Adopted February 2020
Section 12. Exemptions
(1) The Public Records Act provides that a number of types of documents are
exempt from public inspection and copying. In addition, documents are exempt from
disclosure if any "other statute" exempts or prohibits disclosure. Requestors should be
aware of the following exemptions, outside the Public Records Act, that restrict the
availability of some documents held by the City for inspection and copying. Please see
attachment “Exemption and Prohibition Statutes Not Listed in Chapter 42.56 RCW”
(Schedule C, Public Records Act, Report No. 61, Municipal Research and Services
Center).
(2) The City is prohibited by statute from disclosing lists of individuals for
commercial purposes (RCW 42.46.070(9)).
Section 13. Costs of providing copies of public records.
(1) Costs for paper copies. There is no fee for inspecting public records. Fees
will be waived if made by a state or local agency. Please refer to separate fee schedule
for other charges.
(2) Deposit and Payment. Before beginning to make the copies, the public
records officer may require a deposit of up to ten percent of the estimated costs of
copying all the records selected by the requestor. The public records officer may also
require the payment of the remainder of the copying costs before providing all the
records, or the payment of the costs of copying an installment before providing that
installment. The City will not charge sales tax when it makes copies of public records.
(3) Costs of mailing. The City may also charge actual costs of mailing, including
the cost of the shipping container.
(4) Type of Payment. Payment may be made by cash, check or money order to
the City of Auburn or Visa or MasterCard (a 3% transaction fee will be charged for credit
cards).
(5) Other Costs. Please refer to “Public Records Fee Schedule” posted on line
and available at the City Clerk’s office.
Section 14. Review of denials of public records.
(1) Petition for internal administrative review of denial of access. Any
person who objects to the initial denial or partial denial of a records request may
petition in writing (including e-mail) to the public records officer for a review of that
decision. The petition shall include a copy of or reasonably identify the written statement
by the public records officer denying the request.
Page 18 of 19
City of Auburn Public Records Policy Page 6 Adopted February 2020
(2) Consideration of petition for review. The records clerk or the Public
Records Officer shall promptly provide the petition and any other relevant information to
the supervisor, City Attorney, or designee, to conduct the review. That person will
immediately consider the petition and either affirm or reverse the denial within two
business days following the City’s receipt of the petition, or within such other time as the
City and the requestor mutually agree to.
(3) Judicial review. Any person may obtain court review of denials of public
records request pursuant to RCW 42.56.550 at the conclusion of two business days
after the initial denial regardless of any internal administrative appeal.
Page 19 of 19