HomeMy WebLinkAbout06-26-2000CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES
JUNE 26, 2000
I. CALL TO ORDER
The meeting was called to order at 4:37 p.m. Those in attendance were Mayor Booth,
Committee Chairman Rich Wagner, Council/Committee member Pete Lewis, and Council
member Sue Singer substituting for Council/Committee member Fred Poe, whose absence
was excused. Staff in attendance were Public Works Director Christine Engler, Finance
Director Diane Supler, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle,
Traffic Engineer Cass Brotherton, Transportation Planner Joe Welsh, Contract Engineer
Don Wright, Project Engineer Ingrid Gaub, Project Engineer Scott Nutter, Project Assistant
Pierre La Rochelle, and Administrative Services Supervisor Pam Miller.
Guests in attendance were Larry Bradbury, Water District No. 111; Karen Johnson, Black
and Veatch; Lara McKinnon, Roth Hill.
II. CONSENT
RIGHT-OF-WAY USE PERMIT 16-00, AUBURN SCHOOL DISTRICT, FENCING AT
OLYMPIC MIDDLE SCHOOL, ALONG 17TM STREET SE, 'K' STREET SE, AND 21sT
STREET SE
Right-of-Way Use Permit 16-00 is a request from the Auburn School District to install chain
link fence at Olympic Middle School, along 17th Street SE, 'K' Street SE, and 21st Street SE.
The fencing would be installed adjacent to the sidewalk, in City right-of-way. Chair Wagner
raised questions about responsibility for maintenance and repair of the fence. City Engineer
Dowdy responded that repair and maintenance of the fence would be the responsibility of
the school district and could be written asa condition into the Right-of-Way Use Permit.
It was moved by Lewis, seconded by Singer, that the Committee approve Right-of-Way Use
Permit 16-00, with the condition that the Auburn School District assumes responsibility for
maintenance and repair of the fence. Motion carried.
B. RIGHT-OF-WAY USE PERMIT 17-00, AUBURN DOWNTOWN ASSOCIATION, USE OF
MAIN STREET FOR ANNUAL SIDEWALK SALE, JULY 19-23, 2000
Right-of-Way Use Permit 17-00 is a request from the Auburn Downtown Association to use
Main Street, from Auburn Way to Division Street, July 19-23, 2000, for their annual sidewalk
sale. North-south through traffic would still occur on Auburn Avenue. There was no
discussion.
It was moved by Lewis, seconded by Singer, that the Committee approve Right-of-Way Use
Permit 17-00. Motion carried.
C. STREET DELAY AGREEMENT, TRANSIT PLUMBING, 49TM STREET NE
Transit Plumbing, Inc., has made a building permit application (BLD00-0022) for a
commercial office/warehouse on property abutting substandard streets (49th Street NE), and
is requesting a deferral of the required street improvement (Street Delay).
Chair Wagner expressed concern over issues that have arisen from street delay agreements
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JUNE 26, 2000
in the past, and asked if the City is limited by statute to street delay agreements being valid
for ten years. Public Works Director Engler stated that street delay agreements are
considered only when there is no other alternative. In this case, there are no other
improvements in the area to match, so the City would be unable to establish grade or
determine what improvements are needed at this time. City Engineer Dowdy stated that
State statute limits the term of street delay agreements to ten years, but said that he would
work with Legal to research whether or not the City could add specific language extending
the term beyond ten years. Wagner asked that action on the street delay agreement be
deferred until research can be done in regard to the term of the agreement.
D. STREET DELAY AGREEMENT, 277TM ASSOCIATES L.P., FRONTAGE RD. & S. 277TM
277th Associates L.P. has made building permit applications (BLD00-0078 and BLD00-0079)
for commercial warehouses on property abutting substandard streets (Frontage Road and
South 277th Street), and is requesting a deferral of the required street improvement (Street
Delay). The Developer is required to build half-street improvements along Frontage Road,
except a partial deferral is applicable for a portion of the Frontage Road that is in conflict
with the City's future 277th Street Project. In addition, the deferral is applicable to frontage
improvements along So. 277th Street. The Developer is entering into a Traffic Mitigation
Agreement to pay his proportional share of the future South 277th Project. If the City builds
South 277th, the street obligation of the Developer goes away for frontage along South 277th
Street.
City Engineer Dowdy explained that this street delay agreement would be handled
differently from the usual agreement, since the developer cannot build his improvements
until the City has constructed South 277~h Street, which should be built within the next two
years. The developer would be required to post a bond as an additional condition of the
deferral. Chair Wagner asked that action on this street delay agreement also be deferred
until more research is done.
PERMISSION TO ADVERTISE CONTRACT 00-01, PROJECT NO. C9048, YEAR 2000
SANITARY SEWER REPLACEMENT PROGRAM
This project provides for the replacement and repair of approximately 5,266 L.F. of sanitary
sewer conveyance line in different locations within the City of Auburn. The project budget
has a surplus of $84,450.
Discussion was held on the traffic plan for the project. Assistant City Engineer Selle stated
that the design is nearly complete, and staff is reviewing final language for dealing with
traffic flow on Auburn Way during construction. He assured the Committee that there will be
at least two-way traffic during construction. Some alternatives to lessen the impact on traffic
include offering incentives, penalties, and controlling hours of work. It is anticipated the
project will begin construction in late August, with work on Auburn Way South taking three
weeks. Council/Committee member Lewis suggested that a good time for this project might
be while Kersey Way is under construction, which will decrease traffic in this area. Selle
pointed out on the map that the sewer line in 'F' Street, as shown on the map, was originally
included in the project, but will not be constructed at this time because it is next to a water
line. Staff is looking at an advantageous time to do both the sewer and water line in 'F'
Street at a later date.
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JUNE 26, 2000
It was moved by Lewis, seconded by Singer, that the Committee recommend Council grant
permission to advertise Contract 00-01, Project No. C9048, Year 2000 Sanitary Sewer
Replacement Program. Motion carried.
F. AWARD CONTRACT 00-09, PROJECT NO. C8064, KERSEY WAY, TO THE LOWEST
RESPONSIBLE BIDDER
The project provides for the restoration of the asphalt concrete pavement of Kersey Way
from the intersection of Oravetz Road to the junction of 53r~ Street SE; Create a left turn
lane at the intersection of Oravetz Rd. & Kersey Way; Improve storm drainage along the
road.
Bid opening for this project is Wednesday, June 28. In order to meet the construction
schedule, an agenda bill recommending award to the approved lowest bidder will be
presented to the Council at their July 5 meeting.
City Engineer Dowdy clarified that staff is asking that the award of the project go directly to
Council at their meeting on July 5, assuming there are no abnormalities in the bids, in order
to keep the project on schedule and complete the work prior to school starting. Chair
Wagner commented on the signs that have been installed in the project area, asking that
more specific signs be installed. Assistant City Engineer Selle stated that direct mailings
have been sent out to residents in the area, and that a series of ongoing information efforts
will continue with more specific signage being installed once a contractor is awarded the
project. Council/Committee member Lewis asked if the various homeowner associations
around Lake Tapps had been notified. Director Engler stated that direct mailings were sent
out, but that staff would check to make sure homeowner associations received the
information.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council award
Contract 00-09, Project No. C8064, Kersey Way, to the lowest responsible bidder. Motion
carried.
G. AWARD CONTRACT 00-05, PROJECT NOS. C9035/C9014, 21sT STREET STORM
IMPROVEMENTS, TO RCI CONSTRUCTION INC. ON THEIR LOW BID OF $876,966
The purpose of the 21st Street SE Storm Improvements Project is to implement several of
the drainage system components identified in the City's Comprehensive Drainage Plan
Update. This project consists of the design and construction of a new infiltration/retention
facility and upgrading the storm trunk lines from 12-inch to 24 and 48-inch in 21st Street from
'A' Street SE to 'F' Street SE. Low bidder on the project was RCI Construction, with a bid of
$876,966.00, plus Washington State Sales Tax of $58,667.65 for a total contract price of
$935,633.65. The budget is being funded by the Arterial Street (102) fund and the Storm
(432) fund. A budget surplus of $183,772 from the 432 fund exists. There was no
discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council award
Contract 00-05, Project Nos. C9035/C9014, 21st Street Storm Improvements, to RCI
Construction. Motion carried.
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JUNE 26, 2000
III. ISSUES
IV.
A.
NONE
INFORMATION OR DISCUSSION
CITIZEN COMPLAINT CONCERNING INTERSECTION AT PARK AVENUE AND AUBURN
WAY NORTH
Director Engler stated that the complaint was being brought to the Committee at this time so
that they might consider it in case they want to add the project or money for the project to
the TIP. Park Avenue is a short street between Auburn Way North and City Park that has
center boulevard landscaping. The complaint involves cars leaving a business on the north
side of Park Avenue and traveling a short distance east-bound, in the west-bound lane, until
they get to an opening in the landscaping where they can get to the east-bound lane. City
accident data shows that there have been no accidents in this area resulting from this
practice.
While the Committee appreciated the citizen's concern, it was their consensus that since the
situation occurs in a Iow traffic area and has not resulted in any accidents, it does not
warrant being placed on the TIP or considered for funding. Staff will send a response to the
citizen.
B. SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM/PSRC TIP UPDATE
Director Engler introduced the TIP by stating that brief updates would be given on the 3rd
Street and South 277th Street projects. Project Engineer Gaub explained that the final
engineer's estimate ran higher than expected for the 3rd Street project, resulting in a funding
shortfall of just under $3 million. Alternatives have been included in the project bid packet,
and bids will be opened on July 6. Using all alternatives, the base project is still short by
approximately $600,000. The project estimate does not include any cost for the Wayland
Arms issue, because the need for the easement is being removed from the project because
it is not a project fundable item. The project estimate includes $1 million for the Auburn
Lawn and Garden site, of which $500,000 has been paid to date, and we are awaiting a final
settlement.
A policy issue was raised by Gaub concerning the City maintaining ownership of 3rd and 'C'
Street right-of-way within the State's limited access area. Discussion was held on potential
tax savings the City could realize if ownership was maintained versus potential liability
issues in the future. It was noted that this decision can be postponed until bids are opened.
Council/Committee member Lewis asked for a financial risk matrix, and Chair Wagner
asked that a ten-year cost of maintenance also be included in the matrix.
Project Engineer Scott Nutter distributed and reviewed a Project Status Update for the
South 277th Street project. He reviewed the scope of work, which includes 4 lanes, two
railroad overcrossings, a signal at Frontage Road, replacement of all existing signals, and a
bike/pedestrian trail on the south side to match the Kent and King County portions of the
corridor. He stated that the City is currently finalizing the 95% Plans and Specifications, and
is in the process of acquiring right-of-way. Construction is scheduled to begin in February
2001. Nutter reviewed the project budget, which includes a number of funding sources and
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JUNE 26, 2OOO
partners. The project budget, which includes right-of-way and a 10% contingency, has a
current shortfall of a little over $5 million.
Lengthy discussion was held on possible ways to reduce the budget shortfall, including
phasing the project, postponing the trail, postponing the 'B' Street NW connection, or taking
advantage of a 15- to 20-year loan from FMSIB, which would require an annual City funding
stream of approximately $500,000. Engineer Nutter stated that the project budget was
preciously reduced by $2.9 million utilizing the findings of the value engineering study and
went on to say that there are very few opportunities for further cost reduction due to
requirements of the various agencies and partners who have provided project funding.
Chair Wagner asked about the possibility of not going through with the project. Staff stated
that if the City were to abandon the project, it would likely have to repay over $2 million in
federal and other grant and partnership funds that have been spent thus far, Auburn's ability
to acquire future grants for the City would be impacted, and traffic efficiency and safety
would be compromised. Mayor Booth, Council member Singer, and Director Engler stated
that recent discussions at regional funding meetings have focused on the large sums of
money Auburn has received from State and Federal funding agencies for 3rd Street and
South 277th, and the need for Auburn to contribute City funds to help make up the shortfall in
these project budgets. Additionally, the Mayor stated that if construction does not begin in
the spring of next year, the City could lose $13.8 million in FMSIB funds that were awarded
to the project.
The Committee asked staff to prepare a financial matrix illustrating the various options
discussed to reduce the project budget and also the financial risks associated with
abandoning the project.
Transportation Planner Joe Welsh gave a presentation on the TIP. He started by reviewing
the projects that are on the 2000 TIP, but do not appear on the 2001 TIP because they have
been or will be completed this year. He reviewed projects that may have to be deferred due
to a shortage of Federal funds in the next few years. The projects include Auburn Way
North, 2nd to 4th and West Main Street Bike and Pedestrian Improvements. Another project
that may have to be deferred is the signal at 'A' and 2nd Streets SW. This project was
awarded TEA-21 funds; however, the State has run out of obligation authority and is saying
funds may not be available for this project until 2004. Because the signal is critical to bus
traffic flow at the Transit Center, staff is attending meetings and working closely with State
staff in an attempt to keep the funding for this project or look for alternative funding sources.
Welsh reviewed new projects on the TIP, and Chair Wagner voiced Council/Committee
member Poe's comments that he felt the new Citywide Traffic Signal Improvements project
is a Iow priority. Welsh explained that the project includes equipment upgrades to the traffic
signal system and is also used to fund safety improvements such as the one at 15th and 'C'
Street SW. The project funds are aimed more at individual lights, and not at interconnect
systems.
The TIP's annual fund balance was discussed at length. Welsh commented that the TIP is
conservative and assumes a 50% drop in REET revenues, from $400,000 to $200,000.
Also, the TIP fund balance does not include mitigation fees, because most of those funds
have already been committed ($500,000 to the Lake Tapps Parkway, and additional funds
to 3 signals in the Lakeland area).
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JUNE 26, 2000
Discussion and comments from the Committee included:
#14 - City Sidewalk LID Projects - Seems to be getting a lot of local opposition. Keep as a
line item, but only pursue if citizens request it.
#18 - Lakeland Hills Way and East Valley Highway Traffic signal - Move forward to 2001.
#28 - Auburn Way South and 'F' Street SE (includes signal) - Move forward to 2001.
#31 - 'F' Street SE, 4th to Auburn Way South - Is needed as a detour route for M Street SE
grade separation, which is a Tier 2 FAST Corridor project.
Transportation impact fees were discussed and confusion arose over whether or not the
issue will be on the fall ballot. The City Attorney will be asked for clarification on this issue;
however, the Committee felt that projected impact fees should be programmed into the TIP.
C. TRANSPORTATION IMPACT FEE
This item was discussed as part of Information/Discussion Item B.
D. LOCAL OPTION SALES TAX (0.3%)
Information was included in the agenda packet about this King County initiative. Chair
Wagner voiced his opinion that the City should neither pass a resolution in favor of it, nor
oppose it.
E. WATER CONSERVATION PLAN
Lara McKinnon with Roth Hill, the.consulting firm working on the City's Water
Comprehensive Plan, introduced Karen Johnson, of Black and Veatch, the consulting firm
that was selected to assist the City in developing a stand-alone water conservation program.
McKinnon gave a brief history, stating that the Department of Ecology (DOE) requires, as
part of the Comprehensive Plan process, that each water system develop and implement a
water conservation plan. In addition, an implementable water conservation plan is a key
element of the City's primary water right application. The conservation plan would be
incorporated into Chapter 8 of the City's updated Water Comprehensive Plan.
Ms. Johnson reviewed the water conservation plan goals, historical water usage and
conservation activities to date. She explained how potential conservation activities were
evaluated and quantified, and then presented the recommended conservation program,
which includes four elements: Public Education, Technical Assistance, System Measures,
and Incentives. By implementing the program, it is anticipated that Auburn Water Service
Area retail demand will be reduced by ten percent over the next five years.
F. WATER COMPREHENSIVE PLAN CRITERION: LARGEST SOURCE OUT OF SERVICE
For the purpose of these minutes, this item was discussed after Information/Discussion
Item G.
City Engineer Dowdy presented a proposed modification of the approach used in the past in
regard to largest source out of service. The previous approach to having a sufficient supply
if a largest source is out of service has been to consider using the full water right for Coal
Creek Springs to meet the need. With wells 6 and 7 capable of 3,500 gpm, each well
becomes our largest source when looking at production rate rather water right. This new
PUBLIC WORKS COMMITTEE MINUTES
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JUNE 26, 2000
approach was explained and discussed, and staff will continue to refine the idea.
G. REVIEW OF WATER COMP PLAN SCHEDULE
For the purpose of these minutes, this item was discussed after Information/Discussion
Item E.
City Engineer Dowdy distributed a schedule for review and adoption of the Water
Comprehensive Plan. The goal is to get the plan through the City's Planning Commission
and reviewed by the various outside agencies in time for inclusion in this year's City
Comprehensive Plan amendment. ChaPter 10, Recommended Improvements, will require
the most significant input from the Committee, and will be presented to them at their meeting
on July 24. It is anticipated the draft chapter will be distributed to the Committee by July 19
so that they will have time to review it prior to the meeting. The need to start the meeting
early was discussed, and it was decided the meeting should convene at 3:00 p.m.
H. WETLAND MITIGATION ON GERTRUDE JONES PROPERTY
This item was not discussed, as it was previously discussed at a Municipal Services
Committee meeting, and all Council/Committee members present were aware of the issue.
I. SUMMARY OF INTERLOCAL COORDINATION ISSUES
Director Engler reviewed various utility issues being actively worked by the City with other
local jurisdictions. Some may result in resolutions coming before the Committee and
Council. Issues include a possible emergency intertie agreement with the City of Bonney
Lake, two interlocal agreements with Lakehaven to establish sewer and water service
boundaries on the west hill, a sewer franchise agreement with the City of Pacific, an
interlocal agreement with the City of Pacific for emergency fire flow protection for the
proposed Vista Heights development, and an interlocal agreement with Water District No.
111 to provide interim water service to the Duberry Hill development. City staff are also
working with Soos Creek to mutually determine sewer service areas, and a meeting is
scheduled with the Muckleshoot Indian Tribe to talk about providing sewer and water service
to trust properties developing within the City limits.
J. CAPITAL PROJECT STATUS REPORT
Councilmember Singer commented that the project near Evergreen Heights Elementary (#6,
316th Half Street Improvement) is stated on the status report as being 90% complete,
however, there are no sidewalks or paving. Assistant City Engineer Selle responded that
much of the work related to the project consisted of underground utilities, which are
complete, and surface improvements will begin soon.
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JUNE 26, ,2000
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting
was adjourned at 7:47 p.m.
PM/bd
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