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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 PUBLIC WORKS COMMITTEE MINUTES Page 2 of 8 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. · P~IBLIC WORKS COMMITTEE MINUTES Page 3 of 8 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. PUBLIC WORKS COMMITTEE MINUTES Page 4 of 8 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 PUBLIC WORKS COMMITTEE MINUTES Page 5 of 8 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). PUBLIC WORKS COMMITTEE MINUTES Page 6 of 8 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 Page 7 of 8 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. PUBLIC WORKS COMMITTEE MINUTES Page 8 of 8 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 REF. H:\ENGINEER\E00\E00-656 (E:\MINUTES\00PW6-3)