Loading...
HomeMy WebLinkAbout07-09-2007WASHINGTON I. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE JULY 9, 2007 MINUTES Chairman Rich Wagner called the meeting to order at 2:30 pm in Conference Room 3, located on the second floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice -Chair Roger Thordarson, and Member Bill Peloza. Also present during the meeting were: Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Traffic Engineer Laura Philpot, Transportation Planner/Grants Manager Tiffin Goodman, Engineering Aid Megan Robel, Project Engineer Ryan Vondrak, Project Engineer Jacob Sweeting, Street Systems Engineer Seth Wickstrom, Interim Planning Director David Osaki, Development Services Coordinator Steve Pilcher, IS Director Lorrie Rempher, Financial Planning Manager Karen Jester, Assistant Finance Director Shawn Hunstock, Commander (Patrol) Bill Pierson, Secretary Kimberly Powell. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for June 25, 2007. Motion carried. B. SURPLUS OF VEHICLE It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve surplus of the vehicle. Motion carried. C. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0742, AUBURN WAY OVERLAY, 4T" STREET NE TO 4T" STREET SE It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise Project No. CP0742, Auburn Way Overlay, 4th Street NE to 41h Street SE. Motion carried. D. AWARD CONTRACT 07-08, PROJECT NO. CP0738, 2007 CITYWIDE THIN ASPHALT OVERLAYS, LOCAL STREETS TO ICON MATERIALS ON THEIR LOW BID OF $990,545 It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council award Contract No. 07-08 to ICON Materials. Motion carried. E. AWARD CONTRACT 07-14, PROJECT NO. CP0733, 2007 WATER IMPROVEMENT PROJECT TO THE LOWEST RESPONSIBLE BIDDER It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council award Contract No. 07-14 to the lowest responsible bidder. Motion carried. Public Works Committee Minutes July 9, 2007 F. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0724, LEA HILL PUMP STATIONS DECOMMISSIONING PROJECT, PHASE I Vice -Chairman Thordarson asked if the City needs to get permits from Fisheries or DOE for a crossing of Olsen Creek. Project Engineer Sweeting explained the route of the gravity sewer and that it is not crossing the open creek but is crossing at a point where the creek runs through a culvert. Chairman Wagner asked for clarification of the finances and whether the developer of Verdana was contributing to the project. Project Engineer Sweeting explained that this project is fully funded by the City and that Verdana will be completing the construction of the new lift station and the gravity sewer lines through their site as well as the sewer force main from the lift station. At the completion of the project, instead of three active lift stations, the City will be able to decommission 2 existing lift stations and replace them with the Verdana lift station, reducing the overall maintenance costs for the City. Project Engineer Sweeting also explained that the project has been spilt into two phases which is required due to the timing of both the Verdana lift station and King County's roundabout project at the intersection of 124tn Avenue SE and SE 304th St. Chairman Wagner requested a review at the time of award of the phase 1 project of the costs compared to the life cycle savings and the benefits to the City of the project. It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise Project No. CP0724, Lea Hill Pump Stations Decommissioning Project, Phase I. Motion carried. III. ISSUES A. RESOLUTION NO. 4211 TO ACCEPT GRANT FUNDS FOR SCHOOL ZONE FLASHING BEACONS It was moved by Vice -Chair Thordarson, seconded by Member Peloza, that the Committee recommend that Council adopt Resolution No. 4211. Motion carried. IV. DISCUSSION AND INFORMATION A. ORDINANCE NO. 6107 CREATING A NEW SECTION 14.21.045 OF THE AUBURN CITY CODE RELATED TO DEVELOPMENT AGREEMENTS Interim Planning Director Osaki explained the process as it is now with the development agreements and what the proposed amendment would be. Chairman Wagner asked if during the community meeting if the City shouldn't hire a stenographer as it would keep it a more unbiased recording. The 4 bullets were discussed and the Committee does favor the concept. B. RENAISSANCE DEVELOPMENT AGREEMENT Development Services Coordinator Pilcher briefly recapped what was discussed at the last meeting and pointed out the developer had provided the results of their attempts to secure access to 49t St. NE through the property to the south. The developer also provided an excerpt from the market study that was completed for the project to address the question of demand for this type of housing within the City. He reminded the Committee the proposed Development Agreement is scheduled for public hearing on Wednesday, July 11, 2007, at 4:00 p.m. The restriction of right-in/right out access only onto Auburn Way North is still an issue with the Committee. Committee members also asked if the data in the market study contains specific information for within the City of Auburn. Member Peloza asked about the age restriction stated in the agreement and asked if the wording could be changed to read that "the developer shall Page 2 Public Works Committee Minutes July 9, 2007 maintain these age restricted requirements for 50 years?" Parkstone stated that in their financing commitments they already have an agreement with the Washington State Housing Finance Commission to provide this restriction for a period of 44 years; the Committee agreed that would be acceptable. The Committee requested staff that they be sent a readable, full copy, in larger fonts, of the data sheet from the report. Chair Wagner emphasized that although the Committee had no further questions, it was not a guarantee the project would receive approval from the full City Council. C. CITIZEN REPORT SERVICE ONLINE IS Director Rempher showed the Committee a demonstration of the new service and briefly explained how it will work. The citizen's request will go directly to the City's Maintenance and Operations staff who can then create a work order within the Cartegraph system. The web page will be modified to include directions to call 911 for emergencies such as a dark signal rather then use the request form. Citizens will be able to set up an account in the system from which they can monitor the status of their requests. The citizen's address will be required on the form and they will have to choose from a pre-set list of streets that are within Auburn. Once a request is made, the citizen will receive an e-mail confirmation that their request was received. Chairman Wagner ask if the system is blackberry and I -Phone friendly in which IS Director Rempher stated that it will not be blackberry and I -Phone friendly as it was set-up for personal computer use only due to the amount of information that needs to be input by the citizen. Chairman Wagner requested the system be link to a GIS map of the City. D. FEMA COMMUNITY RATING UPGRADE Utilities Engineer Repp explained that the City of Auburn received notice from FEMA that our Community Rating is being reduced by 2 points. This will result in a savings of approximately 25% on flood insurance premiums for property located in designated floodplains. This will go into affect in approximately 6 to 8 months at which time; FEMA will inform the City of the change in status in a more formal ceremony. E. GRADING AND LAND CLEARING FEES REVISION Assistant City Engineer Gaub recapped the proposed revisions as previously discussed at the June 25, 2007, Public Works Committee meeting in regards to the land clearing, filling and grading codes and the fees associated with them. The Committee went through each item in detail with Assistant City Engineer Gaub and City Engineer/Assistant Director Selle's guidance, making changes accordingly. The Committee would like to see the exception for clearing on a single family lot increased to 8,000 square feet and more clarification on the exceptions for stockpiles with a strict time restriction. Chairmen Wagner requested that staff look into adding an additional scaled penalty for projects that proceed without following the requirements of this section rather then just relying on ACC 1.25. The Committee further discussed the grading fee chart in which the consensus was that Option 1, full cost recovery, is in the best interest of the City. The Committee would like to create a Land Clearing fee that is based on acreage and the estimated amount of staff time spent on these types of permits. Changes will be made and brought back to both this Committee and the Planning and Community Development Committee. Page 3 Public Works Committee Minutes July 9, 2007 F. TRAFFIC CALMING PROGRAM, NEXT STEPS Transportation Planner/Grants Manager Goodman explained the program and discussed the streets that qualify for the traffic calming program. The Committee went through each item and verified the information with Transportation Planner/Grants Manager Goodman. The Committee discussed several options such as speed humps, speed cushions, striping, radar speed limit signs, and crosswalks on various streets. The Committee advised Transportation Planner/Grants Manager Goodman of their priorities for the next streets/neighborhoods to address with the program. The Committee indicated it was a priority to address the Dogwood Neighborhood, including Dogwood Street, Hemlock Street, Dogwood Drive, 22"d Street SE, and 17th Street SE, through a comprehensive traffic calming plan. Chairman Wagner stated 21 st Street SE near the new park was his first priority because pedestrians frequently cross the street to reach the park. Traffic Engineer Philpot stated a pedestrian crossing similar to the one in front of the post office may be suitable for this location. The Committee indicated staff should also address the following streets through the Traffic Calming Program: SE 3201h Street (11200 block); SE 3161h Place (112th to 116th Ave SE �; 110th Ave SE (north of SE 3241h Lane); J Street SE (Auburn Way South to 171h Street SE); 69 h Street SE (near Sunset Park). Transportation Planner/Grants Manager Goodman indicated radar speed signs may be the most appropriate treatment for collector streets, whereas additional devices would be suitable for local streets. The Committee also wanted to keep Mill Pond Drive on the candidate list but was unsure how to address it at this time, other than with the use of the radar trailer or a radar speed sign. N Street SE and O Street SE are lower priorities at this time, but should be retained for future consideration. Member Peloza requested staff examine the intersection of N and 2"d Streets NE to determine if it warrants a stop sign. G. GRANT STATUS UPDATE Item 1, A Street NW Chairman Wagner asked if the possible change in our earmark will hurt the City. Transportation Planner/Grants Manager Goodman stated that the City was likely to receive an earmark for A Street NW in the 2008 budget, but it would not be as much as the City originally requested. Item 9, F Street SE (41h Street SE to AWS) Chairman Wagner asked about the timing as far as "before M Street". Transportation Planner/Grants Manager Goodman stated that the desire is to be complete before the M Street Grade Separation so that it is a more effective bypass route. The Committee asked if the costs for the project were correct. Assistant City Engineer Gaub stated that the improvements are all within existing right-of-way so there is no property acquisition which reduces costs significantly; however, staff can review the estimate. Item 18 AWS Improvements (Dogwood Street to Academy Drive) — Engineering Phase Chairman Wagner requested a separate line for the SR-164 Bi-pass study. Page 4 Public Works Committee Minutes July 9, 2007 H. CAPITAL PROJECT STATUS REPORT Item 2, C1014, Auburn Way Sough Safety Improvements Chairman Wagner asked that since this project is finished, can the City now change the color of the pavers that were used Assistant City Engineer Gaub explained that the City is waiting for the State's final approval of the project and that staff will need to research whether there is a product that will allow us to color the pavers without effecting the pervious nature of the pavers. Item 6, CP0637, 2006 Traffic Signal & Luminaire Project Chairman Wagner asked how long the delay for materials will be, in which Assistant City Engineer Gaub stated that it will likely be approximately 4-6 more weeks. Item 10, C523A, Storm Pond Retrofit Program Chairman Wagner asked for an update concerning the reduction in maintenance of the ponds that have been improved previously. Member Peloza asked who owns the ponds at Wesley Homes in which Assistant City Engineer Gaub indicated that they are private ponds. Member Peloza asked if anything could be done about the look of the ponds. Assistant City Engineer Gaub explained that while they are private ponds, we have an agreement that they are to maintain the ponds and so staff will review the site and see what can be done. Item 13, C501A, Urban Center Transportation Improvement Member Thordarson asked about the status of this project. Senior Project Engineer Helbig responded that the property acquisition is complete and certified by the State, the environmental approvals are in place and construction documents are being developed. Chairmen Wagner asked if the corner radiuses were coordinated with Metro or if they will need bigger radiuses in the future. Senior Project Engineer Helbig responded that the radiuses were provided by Metro for the City's design purposes. Item 14, CP0635, 2007 Gateway Project, M Street SE Chairmen Wagner asked about the status of the easement. Assistant City Engineer Gaub explained that we are close to working out the final details with the Developer and Starbucks per the previous discussions with the Committee. When completed, the City will be responsible for building the sign and planting the flowers in front of the sign. The Developer/Starbucks will maintain the rest of the landscaping. Item 23, 2007 Citywide Channelization Project Chairman Wagner asked how staff determines the height of the candles that are used with the c-curbing installed on recent projects. Senior Project Engineer Helbig and Traffic Engineer Philpot explained that it is determined by the visibility required. If drivers will be approaching at a 90 degree angle to the c-curb then taller candles are used, otherwise, shorter candles are typically sufficient. The Committee requested staff to consider using only tall candles in the future for better visibility. Item 30, C518A, Downtown Water Quality Detention Facility Discussion was held concerning the need for the pond and could the wetlands be used instead. Utility Engineer Repp explained that the pond is intended to provide the water quality treatment required prior to release into the wetlands. Chairman Wagner requested the word "Detention" be removed from the title of this project to reduce confusion. Page 5 Public Works Committee Minutes July 9, 2007 Item 34, CP0632, 2006 Citywide Asphalt Overlays In response to a question on why this project is still on the sheet, Assistant City Engineer Gaub explained that paving within the terminal park area was delayed last year due to the sewer repair work required and that this work is now complete and the committee will likely see the final acceptance of the project in the near future. UPDATED STATUS ON STEWART ROAD Public Works Director Dowdy explained that the Mayors and Public Works Directors of Auburn, Pacific, and Sumner are going to put together a scope of work for a consultant, who will be tasked with negotiating with Pierce County to retain the lead entity role and pick up a greater portion of the project cost. J. ON-LINE BILL PAYING DEMO For the purpose of these minutes, this item was discussed after Discussion Item C. IS Director Rempher, Financial Planning Manager Jester, Assistant Finance Director Hunstock gave a demonstration on how the new "On -Line Bill Pay" will look and be set-up. Financial Planning Manager Jester went through each separate screen and explained what the customer will see and how they can access their account and pay their bill. Financial Planning Manager Jester further explained that they also have the capability to go to a paperless billing option in the future. Chairman Thordarson asked about the privacy and/or security that IS Director Rempher explained that there are several incriptions and privacy regulations in place. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:51 p.m. Approved this 23rd day of July, 2007 Rich Wagner Pam Miller Chairman Administrative Services Supervisor Page 6