HomeMy WebLinkAboutITEM III-CCITY OF
WASHINGTON
1. CALL TO ORDER
CITY OF AUBURN
PUBLIC WORKS COMMITTEE
August 18, 2008
DRAFT MINUTES
Chairman Rich Wagner called the meeting to order at 3:30 pm in Council Chambers, located on the
first floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members
present were: Chairman Rich Wagner, Vice-Chair Gene Cerino, and Member Virginia Haugen.
Also present during the meeting were: Mayor Peter B. Lewis, Director Dowdy, Finance Director
Shelley Coleman, Assistant Director/City Engineer Dennis Selle, Senior Project Engineer Bill
Helbig, Utilities Engineer Dan Repp, Storm Drainage Engineer Tim Carlaw, Sanitary Sewer
Engineer Robert Elwell, Water Utility Engineer Cynthia Lamothe, Street Systems Engineer Seth
Wickstrom, Project Engineer Robert Lee, Project Engineer Ryan Vondrak, City Attorney Dan Heid,
Jeff Oliphant , Auburn Professional Plaza, and Department Secretary Jennifer Rigsby.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES
It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve
the Public Works Committee minutes for date, August 4, 2008.
Motion carried 3-0.
B. INITIATE PROJECT NO. CP0816, 25TH STREET SE PAVING PROJECT
Chairman Wagner asked why 25th Street, between F Street SE and K Street SE does not
connect. Street Systems Engineer Wickstrom responded that he did not know for sure, but that
portion of the street has always been that way. Assistant Director/City Engineer Selle
explained that the nature of the roadway is not being changed, just the surface condition, from
gravel to pavement. Wickstrom answered questions posed by Chairman Wagner regarding the
specific scope, design, and budget of the project.
Chairman Wagner expressed concern about funding the paving of a gravel road that is primarily
used by the adjacent property owners as a driveway. Vice-Chair Cerino stated with present
budgetary constraints, he questions spending funds on this particular project. Cerino
suggested a neighborhood Local Improvement District (LID) be formed. Chairman Wagner
stated he would support an LID with a 50/50 City match in funds and asked staff to approach
the neighborhood with such a proposal. The Committee concurred.
No action was taken by the Committee at this time.
C. PERMISSION TO ADVERTISE FOR PROJECT NO. C504A, R STREET SE UTILITY
IMPROVEMENTS
Project Engineer Lee reviewed the updated budget status sheet for the project and answered
questions asked by the Committee regarding an increase in the project budget associated with
an additional project scope.
Chairman Wagner asked why O Court SE was not improved when the subdivision was built.
Lee answered there is a storm retention facility nearby that will be moved in the future and a
main is being installed at 0 Court SE in anticipation of the move. Chairman Wagner asked if
Public Works Committee Minutes August 18, 2008
DRAFT MINUTES
the "S" curve on M Street SE will be improved during the project. Project Engineer Lee said
there were Right-of-Way constraints, and the majority of the residents he contacted viewed the
"S" curve as a traffic calming measure and did not want it straightened. Mayor Lewis
concurred.
It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee
recommend Council grant permission to advertise for bids for Project No. C504A, R Street SE
Utility Improvements.
Motion carried 3-0.
D. PERMISSION TO ADVERTISE FOR PROJECT NO. CP0757, 2007 LARGE WATER METER
REPLACEMENT AND VAULT REPLACEMENT
Project Engineer Vondrak gave the Committee a background summary of the project. The City
will be modifying water facilities at different locations. The project includes the installation of a
maintenance driveway on 41St Street SE and a gate at two locations so maintenance crews can
access the facility without going through the White River Estates development. A water meter
will be replaced, and vault modifications made, at Green River Community College. At GSA
and M Street SE new meters and vaults will be installed.
Project Engineer Vondrak answered questions regarding the budget status sheet asked by
Chairman Wagner.
It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee
recommend Council grant permission to advertise for bids for Project No. CP0757, 2007 Large
Water Meter Replacement and Vault Replacement.
Motion carried 3-0.
E. PERMISSION TO AWARD CONTRACT NO. 08-11 FOR PROJECT NO. CP0810, SE 316TH
PLACE TRAFFIC CALMING IMPROVEMENTS TO DENNIS R CRAIG CONSTRUCTION ON
THEIR LOW BID OF $69,916.50
Project Engineer Helbig responded to questions asked by Chairman Wagner regarding the
number of traffic circles being installed. Chairman Wagner asked if citizens feel there is a lot of
acceleration on Westbound SE 316th Place which warrants a second traffic circle. Helbig
answered yes, they did. The Committee discussed the results of the neighborhood poll taken
by Transportation Planner/Grants Manager Goodman.
It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee
recommend Council award Contract No. 08-11 for Project No. CP0810, SE 316th Place Traffic
Calming Improvements, to Dennis R. Craig Construction.
Motion carried 3-0.
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Public Works Committee Minutes August 18, 2008
DRAFT MINUTES
F. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-337 WITH
FINANCIAL CONSULTING SOLUTIONS GROUP INC. (FCS GROUP) FOR FINANCIAL
EVALUATIONS RELATED TO THE 2008 UTILITY RATE STUDY
Chairman Wagner asked that the spreadsheet that was used during the previous utility rate
study be given to the Committee for review and the consultant for comparison. Chairman
Wagner asked if the same consultant was being used as was used during the last rate study.
Utilities Engineer Repp said they were the same.
Chairman Wagner asked for clarification on the public out-reach program associated with the
implementation of the new rates. The Committee concurred that the out-reach program would
help to educate the public regarding the implementation of new rates, following rate decisions
made by City Council.
Mayor Lewis recommended a rate comparison with other area cities. The Committee discussed
which rates could be compared with which cities. Assistant Director/City Engineer Selle
explained how such comparisons have been conducted in the past.
The Committee and Utilities Engineer Repp discussed the scope of services included in the
agreement with Financial Consulting Solutions Group, Inc. Chairman Wagner asked if the
analysis of system development charges for storm utility could be delayed if an interim rate
increase is considered by Council. Repp suggested the system development charges for storm
utility could be delayed and remain the same until further information is provided by the
consultant. Repp also noted that the system development charge analysis is included in the
rate study scope of work Chairman Wagner discussed the past emphasis on peak water
demand and during this rate study he suggests more focus on consumption reduction.
Assistant Director/City Engineer Selle stated that capital effort should come from the
Comprehensive Plan, which determines policy, and guides the initiation of projects.
Chairman Wagner asked what the delivery date for the rate study is. Utilities Engineer Repp
answered January 2009 because the Comprehensive Plan elements need to be completed and
provided to the consultant.
Finance Director Coleman answered questions regarding the utility capital projects for 2009 -
2010 and the current budget. Coleman reported there is difficulty funding the projects, which
have been determined to be critical according to staff, because of the current rate structure.
Mayor Lewis stated if the City is to fund the projects that are scheduled, the rate study does
need to proceed and rate structure reviewed. Coleman stated there is a current agreement with
FCS Group to which an addendum can be added to perform a quick fee study with the current
project list to give a rough scope of action that can be taken in the interim. Mayor Lewis stated
there was a fund balance in each of the utility funds and Council determined it was appropriate
for the citizens that before rate increases be considered, the fund balances be spent down, and
that is what staff has been doing. The City has now reached the point where if we were to go
ahead with the projects that are scheduled, rate increases must be reviewed. The scheduled
projects are such that the capacity of the City utilities will suffer if they are not moved forward.
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Public Works Committee Minutes Auqust 18, 2008
DRAFT MINUTES
It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee
recommend Council grant permission to enter into Consultant Agreement No. AG-C-337 with
Financial Consulting Solutions Group, Inc. (FCS Group) for financial evaluations related to the
2008 Utility Rate Study.
Motion carried 3-0.
III. DISCUSSION AND INFORMATION
A. UTILITY CAPITAL PROGRAM AND RATE STUDY - DISCUSS DRAFT CAPITAL PROJECT
PLANS FOR WATER, SEWER, AND STORM DRAINAGE UTILITIES AND UTILITY RATES
NEEDED TO SUPPORT THE CAPITAL PROGRAM
Utilities Engineer Repp gave an overview of the Utility Fund Estimate document, which was
distributed to the Committee. The document presents estimated shortfalls the City would
experience in the Utilities funds if planned projects are to be funded. Each utility is divided into
three groups of projects, projects which are currently scheduled, pushed projects - those moved
to future years in order to balance the 2009/2010 budget, and new comprehensive plan projects
- projects that hydraulic modeling is showing are needed now for capacity and/or safety
reasons. Repp reviewed the numbers coming from the Finance Department for the 2009 and
2010 budget for the utility funds. Chairman Wagner asked if the figures included depreciation.
Director Dowdy responded that they did. Repp answered questions asked by the Committee
regarding the differences between budgeted projects and new comprehensive plan projects.
Water Utility Engineer Lamothe responded to questions regarding the addition of the Lakeland
Hill Pump Station to the new comprehensive plan projects, capacity, and fire flow in the area.
Assistant Director/City Engineer Selle stated the project cost estimates are driven by size of the
facility which is influenced by level of service policies. Selle further explained that Council has
some flexibility and ability to adjust level of service policy. Chairman Wagner discussed the
potential to require citizens to conserve water under certain circumstances. The Committee
concurred. Vice-Chair Cerino pointed out that other cities place restrictions on water use if their
water sources are threatened. Mayor Lewis asked if there is conservation pricing for water in
affect. Water Utility Engineer Lamothe answered that there is no current change in pricing for
winter verses summer. Mayor Lewis strongly suggested the implementation of summer pricing
for water. Chairman Wagner concurred.
Assistant Director/City Engineer Selle answered questions asked by Member Haugen regarding
draught resistant plant requirements for developers.
The Committee reviewed the Storm Project List. Utilities Engineer Repp discussed the White
River Pump Station project and the Peasley Canyon Culvert Replacement project, both with
high cost estimates, with the Committee. Repp outlined the estimates and the level of urgency
for both projects. Chairman Wagner asked if the City could get assistance from the State with
the Peasley Canyon Culvert project because it is a salmon stream. Repp answered source of
State funds may be a possibility, but that would need to be further looked into. Assistant
Director/City Engineer described the location and the seriousness of the project.
The Committee continued review of the Storm Project List and cost estimates with Utilities
Engineer Repp. Chairman Wagner commented on the shortfall of funds compared to revenue.
Finance Director Coleman discussed bonding options.
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Public Works Committee Minutes August 18, 2008
DRAFT MINUTES
The Committee reviewed the Sewer Project List and cost estimates. Utilities Engineer Repp
stated two pump station replacements are proposed, and following replacement there is not a
lot of sewer work that will need to be done. Preliminary systems modeling suggest that there
are no big system improvements anticipated in the next 5 year comprehensive planning cycle
projects other than the pump station replacements. Repp reported there is a potential for
higher densities in the Downtown area and the capacity needs to be checked to make sure the
system will not need modification following the Downtown improvements.
Chairman Wagner asked that the Council be presented with the recent history of sewer
improvement projects. It is information that can be used to educated the public as to the
amount of work has been done on the sewer system and how the sewer utility funds were
spent. Mayor Lewis agreed.
Chairman Wagner requested depreciation be removed from the non-capital project expenses,
as it was not funded in the past.
B. ORDINANCE NO. 6195 APPROVING THE VACATION OF A PORTION OF THE ALLEY
SOUTH OF 1ST STREET NE BETWEEN NORTH DIVISION STREET AND AUBURN AVENUE
Using an aerial map, Assistant Director/City Engineer Selle outlined the location and square
footage of the proposed vacation. Selle discussed the benefit of the vacation and the flexibility
it would provide for development. Selle answered questions asked by Chairman Wagner
regarding the utility easements.
Chairman Wagner asked if there were conditions regarding time limits and development
included in the vacation agreement. Jeff Oliphant of Auburn Professional Plaza referred to
Ordinance No. 6195, Section 1 D, which provides termination of the easement without further
Council action following the developer meeting the specified requirements. Oliphant defined
vacation as he understands the law. There is a provision which allows the City to buy back the
property if not developed. Mr. Oliphant further discussed the purchase and lease of other
property on the same block.
Assistant Director/City Engineer Selle outlined the owners of the property on the block at the
request of Member Haugen.
C. ORDINANCE NO. 6196 APPROVING VACATING RIGHT-OF-WAY OF A PORTION OF SE
304TH STREET AND A PORTION OF 132ND AVENUE SE
Using an aerial map, Assistant Director/City Engineer Selle outlined the locations and square
footage of the proposed vacation. Selle discussed the benefits of the vacation and the findings
of the included Staff Report. Selle reported the estimated value of the property is $52,950.00
and that is what the City is requiring to be paid by the adjacent property owner(s). If the
payment is not made within 180 days, Ordinance No. 6196 would be null and void.
Vice-Chair Cerino commented this may assist commercial development in the Lea Hill area,
which is needed. Chairman Wagner questioned the appraisal amount, approximately $0.50 per
square foot. Selle explained the appraisal process that was used. Selle answered questions
from Member Haugen regarding the survey monument located within the proposed vacation
area. Mayor Lewis asked what the limitations are for the City when setting value of the
property. Chairman Wagner asked that the value of the adjacent properties be considered.
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DRAFT MINUTES
The Committee continued to discuss the value of the property and the appraisal process. The
Committee agreed that there needs to be further research done.
City Attorney Heid later joined the Committee discussion. Heid explained the options for the
City when determining property value. The current statute does not mandate that the City
charge for the property, however if the City does charge there are limitations on the amount that
can be charged. Heid recommended the City may want to hire a second appraiser.
D. TRANSPORTATION IMPROVEMENT PROGRAM - REVIEW OF FINAL CHANGES PRIOR
TO PUBLIC HEARING SCHEDULED FOR AUGUST 18, 2008 (Draft distributed with City
Council Agenda Packet)
The Committee briefly reviewed the minor changes made to the spreadsheet that were
recommended at the previous Public Works Committee Meeting, April 4, 2008.
Vice-Chair Cerino asked about the funding sources for TIP #1, A Street NW, Phase 1 (3rd St.
NW to 14th St. NW). Chairman Wagner asked that TIP #1 be further reviewed at the next
Public Works Committee Meeting.
Vice-Chair Cerino asked is TIP #12, Grade-Separated Crossing of BNSF Railyard, included
being brought to truck standards. Director Dowdy responded that it did include truck standards.
Chairman Wagner asked that be included in the description.
The Committee briefly discussed the C Street Trail connection between Transit Center and 15th
Street SW.
E. CAPITAL PROJECT STATUS REPORT
Item 11 - 2008 Arterial Patching Program: Chairman Wagner asked if there is a plan to overlay
R Street SE in the S.O.S. program. Senior Project Engineer Helbig verified that it is.
Item 20- 8th and R Street Traffic Signal: Senior Project Engineer Helbig answered questions
asked by Chairman Wagner regarding budget verses cost. Helbig reported the budget and
cost would be close.
Item 33 - West Hill Springs Site Improvements: Chairman Wagner asked if the cost for survey
was coming from the Water Fund. Helbig confirmed.
Item 40 - SR-164 Corridor Study: Director Dowdy answered questions from Chairman Wagner
regarding the reconvening of the corridor study group.
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Public Works Committee Minutes August 18, 2008
DRAFT MINUTES
IV. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjourned at 5:38 p.m.
Approved this day of , 2008.
Rich Wagner
Chairman
File: 17.2
Jennifer Rigsby
Public Works Department Secretary
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