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HomeMy WebLinkAbout05-08-2000CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES MAY 8, 2000 I. CALL TO ORDER The meeting was called to order at 4:35 p.m. Those in attendance were Mayor Booth, Council/Committee member Fred Poe chairing the meeting for Committee Chairman Rich Wagner whose absence was excused, Council/Committee member Pete Lewis and Councilmember Sue Singer substituting for Wagner. Staff in attendance were Public Works Director Christine Engler, City Engineer Dennis Dowdy, Senior Engineer Dennis Selle, Finance Director Diane Supler, Utility Accountant Julie Salzman, Project Manager Ingrid Gaub, Storm Drainage Engineer Tim Carlaw, Project Manager Peter Gates, Sewer Utility Engineer Jeff Roscoe and Contract Administrator Caroline Martin. Guests in attendance were Lon Hurd, 3-H Cable Communications; Larry Bradbury, Water District No. 111; Dwight Holobaugh, Consulting Engineer; Tom Stames and John Hendrickson, Metromedia. I1. CONSENT A. SURPLUS OFFICE FURNITURE An agenda bill recommending that office chairs and furniture that are no longer needed or are unsafe or beyond repair be surplused was reviewed by the Committee. There was no discussion. . B. CALL FOR A PUBLIC HEARING ON METROMEDIA FRANCHISE AGREEMENT For the purpose of these minutes, this item was discussed after Consent Item D. Metromedia has requested a franchise to provide telecommunications services to the City of Auburn. Metromedia has satisfied the City's application requirements, and were so notified in a letter dated October 15, 1999. By entering into the franchise agreement, Metromedia agrees to all conditions set forth by City Code. Staff recommends Council call for a public hearing to be held at the regular Council meeting scheduled for Monday, June 5, at 7:30 p.m. Lon Hurd, from 3-H Cable Communications summarized the Franchise application, noting that the franchise has been reviewed and approved by the Legal Department. The proposed north/south route has existing conduits in place that Metromedia would use for their cable. Lewis asked about timing of the work. The work in West Main will 'be trenched, in many cases behind the curb and or sidewalk and will not necessarily impact a traffic lane. It is anticipated that the project would be complete in 60 working days depending on permit conditions. The Committee expressed concern about the timing of the work with other major construction efforts expected in the downtown area this year. Metromedia has a meeting scheduled with staff this week to coordinate work and minimize construction impact. P'UBLIC WORKS COMMITTEE MINUTES Page 2 of 7 MaY 8, 2000 Co Do Committee members asked about the type of services Metromedia provided. Metromedia stated that they are high bandwidth providers to US West and other telecommunications providers with the intent to serve the growing business parks off the West Valley Hwy area. PERMISSION TO ADVERTISE PROJECT NO. C9025, 2000 STORM REPLACEMENT PROGRAM This project provides for the repair and replacement of existing storm sewer facilities on 8th Street NE, from 'A' Street NE to Auburn Way North. A new 24" storm conveyance line will replace the existing 8" line. Advertising date is anticipated to be May, 2000. Construction is scheduled for June, 2000, with completion approximately by the end of July. Project Manager Peter Gates gave a brief summary of the project, showed the location, and responded to several Committee questions. PERMISSION TO ADVERTISE PROJECT NO. PR529, 3RD STREET SW GRADE SEPARATION The purpose of this project is to realign the westbound ramps from SR 18 to intersect with the existing 3rd Street/'C' Street SW intersection and grade separate 3rd Street SW from the Burlington Northern Santa Fe Railway line. Construction of the project includes widening of both 3rd Street SW and 'C' Street SW to 4 lane facilities with turn lanes as necessary; 5 new bridge structures and associated fill/wall sections to elevate 3rd Street SW; relocation and improvement of City utilities for Storm, Water and Sanitary Sewer; undergrounding of Puget Sound Energy's power facilities; and relocation of private utilities for gas, phone and cable services. The right-of-way acquisition involves 29 properties of which 27 are either closed or moving towards closure. Of the remaining properties, one will compete negotiations in May and the other involves a federal trust property and may require condemnation. Project Manager Ingrid Gaub gave a brief update on the project and handed out an updated right-of-way map to the Committee, followed by a status report on each outstanding property issue. Gaub is expecting WSDOT approval of the contract documents by the end of the month. She is asking permission to advertise now to be in position to bid as soon WSDOT approval is obtained, .as the bidding climate is good. An 18-24 month construction period is anticipated. Gaub then passed out budget status sheets showing an estimated budget shortage of $1.8 million. Cash flow projections were reviewed, with an anticipated first Contractor payment paid out in September. Gaub discussed special aspects and restrictions of the various revenue funds from Traffic Mitigation agreements, TEA-21, and the BNSF railroad. Project alternatives that could be put into effect to cut project costs were reviewed. Proposed detour routes that will be in effect for the project during different phases were given to Committee members and a brief discussion followed. Public Works Director Christine Engler noted that while Gaub is working through the issues, there are still serious items outstanding to be dealt with. Engler emphasized that PUBLIC WORKS COMMITTEE MINUTES Page 3 of 7 MAY 8, 2000 III. maximum flexibility in gaining permission to advertise may be necessary to take advantage of funding available as each issue is laid to rest. E. AMENDMENT NO. 6 TO AGREEMENT #AG-C-58 WITH TETRA TECH/KCM, STORM DRAINAGE COMPREHENSIVE PLAN The original agreement with Tetra Tech/KCM was approved on February 18, 1998, for $190,100, to work entirely on the revision to the Storm Drainage Comprehensive Plan. Since the scope of Work in the original agreement did not include all areas within the City limits, Amendment #1 was executed to include those areas, along with potential annexation areas. Amendment #2, the original authorization to perform the review of the Storm Drainage Master Plan for the Lakeland Hills area, was signed on August 28, 1998. Amendment #3 revised the scope to include work related to an infiltration pond at 21st and D Streets SE, while Amendment ~ was to extend the terms of the contract. Amendment #5 was executed to complete the review of the Storm Drainage Master Plan for the Lakeland Hills area, and is paid entirely by the developer. Evergreen Tu¢ci Partners, LLC, the new owners of the Lakeland Community, have deposited an additional $10,000 in FAC0026-98 that will directly fund this amendment to complete the review of the Lakeland Storm Master Plan Study. Amendment #6, in the amount of $266,822, includes activities necessary to finalize the 2000 Comprehensive Drainage Plan and follow-up activities for more detailed analysis of the rural subbasins and annexation areas. The approved 2000 storm budget has $200,000 identified for Storm Drainage Comp Plan update items. This amendment will require a budget adjustment of $66,822. There was no discussion. APPROVE FINAL PAY ESTIMATE #1 TO OLDCASTLE NW dba M.A. SEGALE, CONTRACT 99-19 AND ACCEPT MAINTENANCE PROJECT NO. MS730, SANITARY AND STORM SEWER MANHOLE CASTING REPLACEMENTS. Public Works Director Christine Engler reviewed the scope and location of the project that was awarded in July 1999. No expenditures were made last year and there is no current storm budget allocated for the work this year. The sewer utility does have approved budget for its share of the contract costs. APPROVE AGREEMENT NO. AG-C-117 WITH ROTH HILL ENGINEERS, INC. FOR WORK ONTHE WATER COMPREHENSIVE PLAN AND OTHER WATER UTILITY RELATED ISSUES. City Engineer Dennis Dowdy.discussed the need to keep the Water Comprehensive Plan on schedule. Public Works Director Christine Engler reviewed the process of how this comprehensive plan update has been planned using the expertise of several consultants to write separate chapters. It is not anticipated that the open position of Water Utility Engineer will be filled quickly and if the update is to be completed this year, ongoing work and coordination must keep moving forward. It was moved by Lewis, seconded by Singer that the Committee approve the Consent Agenda. Motion carried. ISSUES A. ORDINANCE NO. 5381 AMENDING ACC 13.20 "SEWERS" PUBLIC WORKS COMMITTEE MINUTES Page 4 of 7 MAY 8, 2000 Bo Co Ordinance No. 5381 amends Auburn City Code Chapter 13.20 entitled "Sewers" to define the responsibility of the property owner and of the City for repair and maintenance of sewer lines. Property owners are currently required to repair the side sewer from their home to the main sewer line, resulting in repairs being made to sewer lines located in public right-of-way and easements. This places an unfair burden on the property owner because the property owner does not regulate the public right-of-ways and, typically, has not constructed or inspected that portion of the side sewer within the public corridor. There was no discussion of this issue. Proposed policy for regulating side sewer issues was discussed under Information/Discussion Item A. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Ordinance No. 5381. Motion carried. ORDINANCE NO. 5386 AUTHORIZING A PETITION FOR CONDEMNATION TO ACQUIRE PROPERTY RELATED TO PROJECT NO. PR529, 3RD STREET SW GRADE SEPARATION Ordinance No. 5386 authorizes the City Attorney to prepare a petition for condemnation for the King County Superior Court for the partial acquisition of easement rights of tax parcel numbers 395390-0090, and 635000-0070, addressed as 307 and 300 South Division' Street, respectively, and Washington State Department of Transportation number 1-16535, for the construction of PR 529, SR18/'C' Street SW Interchange and 3rd Street SW Grade Separation Project. The City is currently working on the design and right-of-way acquisition for this project, which involves the purchase of 29 properties and relocation of inhabitants following the policies and procedures as governed by federal legislation. The City has completed acquisition or is in the process of closing for twenty-one properties to date. It is essential to the success of this project that the purchase of these properties be handled in an efficient and expeditious manner. Therefore, staff is recommending Council grant the City Attorney the authority to prepare a petition for condemnation for the partial acquisition of easement rights of the above parcel should the negotiation process fail to reach an agreement. City Staff has attempted to negotiate with the owners, King County Housing Authority, of the above parcel with limited success. The property owners' representative has indicated that they are concerned with the impacts on the Wayland Arms facility and with the requirements of the Federal Office of Housing and Urban Development which has a trust on the property. The City has completed an approved Documented Categorical Exclusion that satisfies NEPA and SEPA requirements and studied the project's impacts to the facility. City Staff is continuing to negotiate a settlement for the easement taking. Project Manager Ingrid Gaub responded to a Committee question regarding the location of this parcel. It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt Ordinance No. 5386. Motion carried. RESOLUTION NO. 3224 AUTHORIZING THE CITY TO PARTICIPATE WITH THE CITY OF PACIFIC IN A COOPERATIVE EFFORT TO PLAN AND CONSTRUCT A PEDESTRIAN CROSSING OF THE BNSF RAIL IN THE VICINITY OF THE STUCK RIVER BRIDGE puBLIC WORKS COMMITTEE MINUTES Page 5 of 7 MAY 8, 2000 Resolution No. 3224 authorizes the City of Auburn to participate with the City of Pacific in a cooperative effort to plan and construct a safe pedestrian crossing of 'A' Street SE and the Burlington Northern Sante Fe Railroad in the vicinity of the Stuck River Bridge. In a little over a year, there have been two fatalities on the railroad trestle, which is used by pedestrians as an illegal shortcut between Pacific and Auburn. In addition to the cities of Auburn and Pacific, the WSDOT Rail Division and WUTC are also interested in seeking a solution to the barriers presented by the railroad corridor for pedestrians in the vicinity of the Stuck River. The City of Pacific will make application to WSDOT for a grant to study the feasibility and develop a scope of work a non-motorized crossing in this area. The City of Auburn will utilize its federal and state certification acceptance (CA) authority to administer any funds that may be awarded to the City of Pacific for the project. City Engineer Dennis Dowdy said that with funds available it is imperative that work begin on this project for public safety. The funding would allow for the hiring of a consultant to look at the alternatives, get a firm scope of work and an initial cost estimate. That information would allow Pacific to apply for additional funding for design and construction. Engler and Dowdy agreed that there are three or more possibilities to get pedestrians around the area of the river and the railroad. The State is anxious to fund this project due to safety concerns. It was moVed by Lewis, seconded by Singer, that the Committee recommend Council approve Resolution 3224. Motion carried. · IV. INFORMATION OR DISCUSSION PUBLIC WORKS POLICY AND PROCEDURE 100-12, MAINTENANCE RESPONSIBILITIES FOR SIDE SEWERS WITHIN THE PUBLIC RIGHT-OF-WAY AND EASEMENTS Public Works Director Christine Engler asked if there were any questions or discussion. Committee expressed concern regarding city liability. Engler explained that staff would not get involved in neighbor disputes, where for example, trees from one neighbor are causing blockage on anothers side sewer. Maintenance staff will work with the owner to clear the blocked area, regardless of where the problem arose, and leave it to the affected property owners to work out responsibility. B. UTILITY FUND REVENUES For the purpose of these minutes, this item was discussed after Information/Discussion Item C. Utility Accountant Julie Salzman presented Committee members with a 1999/2000 Revenue Comparison of Utility Funds handout for the water and sewer utilities. The number of single family customers are increasing while business/manufacturing demand is decreasing due in part to automation. Overall water revenue has increased, with the exception of wholesale sales. Sewer revenue has risen in all categories, except manufacturing. PUBLIC WORKS COMMITTEE MINUTES Page 6 of 7 MAY 8, 2000 Do Julie Salzman reviewed the calculation sheet for Utility Revenue for Water and Sewer Customers. Revenue is not as high as expected from rate increases, though Supler pointed out that water utility traditionally receives the bulk of its revenue in September and October. In response to a question from the Committee, Larry Bradbury from WD #111 said that water consumption has been decreasing in WD #111 the last ten years due to customer conservation. Mr. Bradbury mentioned that Covington Water District stopped buying water from Auburn when the rates went up and that would account for the wholesale water decrease. C. RATE STABILIZATION FUND For the purpose of these minutes, this item was discussed prior to Information/Discussion Item B. Last fall the Committee asked for an update of both Utility Fund Revenues and Rate Stabilization Funds. Finance Director Diane Supler explained that the data presented comes from year-end figures that were approved just this last week by the State Auditor. Supler explained that most of the information presented would be regarding the water and sewer utilities as those have been the areas of concern. Director Supler gave the Committee a copy of page 86 from the 1999 CAFR showing operating revenues, expenses and changes in fund equity for the enterprise funds. Net Income is the line item of concern for rating and bonding agents. All three utilities had a positive net income in 1999. In part this is due to the delay of bond issues. Water income was up $70,000, which is close to original expectations. Sewer income is up $150,000 from budgeted due to increased revenue and fewer expenses. Storm increased $600,000 due to no debt service, increased income, and fewer expenses. Committee inquired about capital project funds that were not used. Supler explained that the rate stabilization fund is for operating funds only, not capital expenses. Capital funds are held or rolled over as the need for them varies greatly year to year. Rate stabilization funds must be moved from fund equity by March 31 of each year per code. Not all figures were final at the time, so staff moved funds based on their best projections. In response to a Committee question Supler noted that $300,000 of unexpected storm utility funds were placed into the separate fund thiS year. A rate stabilization found will allow Council the ability to offset rate increases for a longer period of time should they so desire. Committee requested that Finance return to the next Committee meeting to present the balance side sheet of the utilities. PUGET SOUND REGIONAL COUNCIL REQUEST FOR ASSISTANCE IN BALANCING THE REGIONAL TRANSPORTATION IMPROVEMENT PROGRAM Public Works Director Christine Engler summarized a memo that she sent to Committee members regarding Federal Surface Transportation Program Funds that the State manages. Earlier this year it appeared that agencies that had received these funds were not moving quickly enough to obligate the grants or use them, and that funds were at risk of being lost. Puget Sound Regional Council (PSRC) developed a list of projects that were impacted by the loss of Referendum 49 funds and began the process of reallocating funds. i~UBLIC WORKS COMMITTEE MINUTES Page 7 of 7 MAY 8, 2000 Recently PSRC found that many delayed projects were moving rapidly due to the earlier concern of funding loss. This has created the potential of an $80 million dollar deficit in the Transportation Improvement Program (TIP). Agencies are now being asked to look at projects that can be delayed at this time to balance the TIP. Engler reviewed the city projects that have funding from this source that can be deferred: Auburn Way N - 2nd to 4th, A Street Signal, Kersey Way, and West Main. A letter to reprogram funds from Kersey Way to the Auburn Way N project has already be sent to the PSRC since only local funding will be used on Kersey Way. City and state staff and Committee members agree that the A Street Signal must .be built to insure traffic flow to and from the new Transit Center. Following discussion Committee agreed that Engler would notify PSRC that West Main and the Auburn Way N project would be delayed until future funding can be obtained. E. CAPITAL PROJECT STATUS REPORT The following projects were briefly discussed: #10, N. Side 15th St NW Sidewalk - There were several questions that Senior Engineer Dennis Selle responded to regarding the design of the project and the retaining wall in the area. #7, 316th Half Street Imp.- Committee asked if work had begun again. Director Engler stated that the purity testing issue was still being worked by Construction Manager Larry Dahl, who is reviewing the most recent Lakehaven Water District proposal to do the testing themselves and the costs for that service. Council/Committee member Poe asked that staff make a presentation at the next meeting regarding 15th Street NE channelization concerns and the approach for the entire development project in that area, especially the extension of B Street. Director Engler stated that she would work with the Planning Department to determine where in the process the development project was so that appropriate information could be brought back to the Committee. City Engineer Dowdy has put concerted effort into this project the last week, working with staff and the developer to resolve concerns. Director Engler will keep the Committee apprised. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:11 p.m. CB/ · REF. H:\ENGINEER\E00\E00-414 (E:\MINUTES\00PW5-1)