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HomeMy WebLinkAbout09-25-2000CITY Of AUBURN PUBLIC WORKS COMMITTEE MINUTES SEPTEMBER 25, 2000 I. CALL TO ORDER The meeting was called to order at 4:30 p.m. Those in attendance were Mayor Booth, Committee Chairman Rich Wagner, Council/Committee member Fred Poe, and Councilmember Jeanne Barber, substituting for Council/Committee member Pete Lewis, whose absence was excused. Staff in attendance were Public Works Director Christine Engler, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Traffic Engineer Cass Brotherton, Water Utility Engineer Tim Osborne, Storm Drainage Engineer Tim Carlaw, Sewer Utility Engineer Jeff Roscoe, Project Engineer Peter Gates, and Administrative Services Supervisor Pam Miller. Guests in attendance were Larry Bradbury, Water District No. 111, and Consulting Engineer Dwight Holobaugh. II. CONSENT A. RIGHT-OF-WAY USE PERMIT 28-00, CASCADE ORTHOPAEDICS Right-of-way Use Permit 28-00 would allow cascade Orthopaedics to install two communication cables across Auburn Ave. N., from 216 Auburn Ave. N. to 217 Auburn Ave. N., using Puget Sound Energy (PSE) poles. Cascade Orthopaedics has a Pole Attachment Agreement with PSE for the two poles. This permit would be in effect for five years. City Engineer Dowdy explained that because this is a private cable, it is governed by Auburn City Code Chapter 12, which limits the maximum term of right-of-way permits to five years. Upon request, the permit can be renewed at the end of five years. Is was moved by Barber, seconded by Wagner, that Right-of-way Use Permit 28-00 be approved by the Committee. Council/Committee member Poe abstained from voting since he is the owner of one of the buildings being connected by the cable. Motion carried. B. CHANGE ORDER #2 TO CONTRACT NO. 99-15, PROJECT NO. C8046, CENTRAL STORM DRAINAGE IMPROVEMENTS, PHASE lB This project was the downstream phase of the overall Central Storm Drainage project serving the downtown area. Change Order #1 was to extend the contract time. Change Order #2 is for contractor costs associated with the need to relocate a large electrical distribution casing serving this portion of Auburn, replacement of 800 lineal feet of 8" meandering water line, and other miscellaneous items. The final pay estimate will be processed soon. No other change orders are anticipated. A contingency of $96,038.57 remains in the 432 Storm Utility budget. Storm Drainage Engineer Carlaw explained costs included in the change order, and the circumstances that led to the relocation of the electrical distribution casing. Chair Wagner expressed concern over the costs incurred by the City due to the delay caused by the relocation of the casing. City Engineer Dowdy clarified that while the franchisee has to pay for the relocation, they do not have to pay for project costs to the City that are assessed by the contractor as a result of impacts due to the relocation. Chair Wagner expressed a desire for revised language in future franchise agreements that makes the franchisee PUBLIC WORKS COMMITTEE MINUTES Page 2 of 6 SEPTEMBER 25, 2000 III. A. financially responsible for additional City project costs caused by the franchisee's failure to accurately locate their facilities in our project areas. It was moved by Poe, seconded by Barber, that the Committee recommend Council approve Change Order No. 2 to Contract No. 99-15. Motion carried. FINAL PAY ESTIMATE #1 TO CONTRACT NO. 00-03, AND ACCEPT CONSTRUCTION OF PROJECT NO. C9025, 2000 STORM REPLACEMENT PROGRAM This project provided 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 replaced the existing 8" line. The Final Pay Estimate is in the amount of $91,510.47. A budget surplus of $35,804.34 will remain in the 432 Storm Fund. There was no discussion. It was moved by Poe, seconded by Barber, that the Committee recommend Council approve Final Pay Estimate #1 to Contract No. 00-03, and accept construction of Project No. C9025. Motion carried. ISSUES RESOLUTION NO. 3264, AGREEMENT WITH MICHAEL R. MASTRO PROPERTIES IN REGARD TO SEWER DAMAGES Resolution No. 3264 authorizes the Mayor to execute an agreement with Michael R. Mastro Properties. The City has an easement on property that Mastro is currently developing.. The easement contains a City sewer main, which is located between 6.5 and 11.5 feet beneath the surface. Auburn City Code requires Mastro to install landscaping along the east property line, which contains the easement. Mastro intends to plant trees with small root balls within the easement area; however, the City is concerned that the trees may have to be removed and replaced if the sewer main requires repairs. With control and proper selection of tree variety, risk of the tree roots damaging the sewer can be minimized. The current value of replacing the trees within the sewer easement is $3,600, and the City would prefer that this amount be paid now. This agreement acknowledges the receipt of $3,600 from Michael R. Mastro Properties to the City. Director Engler explained that the agreement is with the developer of a new apartment complex at Mill Pond, and allows them to build their landscape requirements in the same area that we have a sewer easement. Chair Wagner expressed concern that the City is making landscaping requirements more burdensome for developers. Engler responded that this was an unusual situation that involved a difficult site where easements were located along two sides of the property, and the original easement gave the developer explicit ability to locate landscaping in the easement. A scrivener's error was noted on Page 2, paragraph 2, of the Resolution. It was moved by Poe, seconded by Barber, that the Committee recommend Council adopt Resolution No. 3264. Motion carried. PUBLIC WORKS COMMITTEE MINUTES Page 3 of 6 SEPTEMBER 25, 2000 IV. A. ORDINANCE NO. 5436, AMENDING ORDINANCE NO. 5376 AND ACCEPTING $28,847 IN ADDITIONAL FEDERAL TEA-21 FUNDING FOR PROJECT NO. PR 529, 3RD STREET SW GRADE SEPARATION PROJECT Ordinance No. 5436 amends Ordinance No. 5376, which was adopted by City Council on July 19, 1999, and approves Local Agency Agreement Supplement No. 7 with WSDOT. This supplement authorizes additional federal TEA-21 funding in the amount of $28,847 for Project No. PR 529, 3'd Street SW Grade Separation Project. The federal Demonstration funds that were awarded to the project in 1998 totaled $3,000,000. In the 2000 allocation, the federal Demonstration funds were adjusted to $3,028,847 for this project. Ordinance No. 5118 accepted the $3,000,000 in Demonstration funds and authorized the Mayor and City Clerk to execute the documentation as necessary. Ordinance No. 5266 authorized $5,800,000 in Federal Section 1118 funds (FAST Corridor) for the project. Ordinance No. 5376 authorized $10,000,000 allocated by PSRC and increased the agreement to $18,800,000 of federal funding for this project. This Ordinance, No. 5436, accepts the additional $28,847 in Demonstration funding and authorizes the Mayor and City Clerk to execute the supplemental agreement. This funding is anticipated funding in the project's budget. There was no discussion. It was moved Poe, seconded by Barber, .that the Committee recommend Council adopt Ordinance No. 5436. Motion carried. INFORMATION OR DISCUSSION 2001 BUDGET For the purpose of these minutes, this item was discussed after Information/Discussion Item G. Budget discussion began with Storm Drainage Engineer Carlaw asking if the Committee had questions about any particular projects proposed in the Storm Utility budget. Two projects, the 21st Street SE Storm Improvement and the Brannan Park Bioswale, were discussed at length. Discussion regarding the 217t Street SE project focused on construction progress, which has been slow, and possible lateral infiltration. Based on geotechnical analysis, it is anticipated that lateral infiltration will be insignificant. In regard to the Brannan Park Bioswale, Director Engler stated that staff has been unable to verify property owners' concerns about seepage occurring outside of the swale. The long-term plan is to relocate all treatment facilities for that drainage basin and abandon the bioswale. Carlaw presented three alternatives for dealing with the bioswale in the interim, which is estimated to be approximately five years. The alternatives included (1) doing nothing; (2) renewing the sod, and (3) proceeding with a project that involves regrading the bioswale to create more of a slope away from the homeowners to direct flow into a defined Iow flow channel. Project budget is $150,000. Timing of the project in relation to weather conditions was discussed. Director Engler reported that the Parks and Recreation Department Director is not in favor of constructing the project this fall, due to the risk involved in starting a grading and sod project in the fall when wet weather could possibly make the problem worse. The consensus of the Committee was to notify homeowners that a project is being scheduled, and to let staff decide the best approach to the problem. PUBLIC WORKS COMMITTEE MINUTES Page 4 of 6 SEPTEMBER 25, 2000 Carlaw presented a Mill Creek Special Area Management Plan (SAMP) map, which shows wetlands in the Mill Creek/Green River Valley that can be filled, sites that are recommended for mitigation, and wetland areas that are protected. It is estimated that a minimum of 20 acres are needed to site a storm facility to handle E Basin (downtown area) drainage. Since wetland mitigation ratios range from 1 ~ to 1 to 2.9 to 1, a minimum of 35 acres would be needed to mitigate one of the sites with lower value wetlands. Possible sites for such a facility were discussed. Traffic Engineer Cass Brotherton distributed a supplement to information the Committee had previously received in regard to the City's Transportation budget. She presented a map showing the location of capital projects and reviewed the Capital Projects Summary. In response to a question from Chair Wagner regarding the South 277th Street project detail sheet showing the City's contribution as $2 million, Director Engler stated that the sheet reflects the last official Committee business related to the TIP. The sheet is labeled "To Be Revised" since the $2 million figure is likely to change, based on whatever the City is able to negotiate with the State TIB and the City of Kent concerning future lead agency status/management of the project. Preservation projects were reviewed, and the Committee was asked to prioritize three signal projects that are grant dependent and not included in the budget. The projects were prioritized as follows: #1 - Lakeland Hills Way and East Valley Highway; #2 - Auburn Way S. and 'F' Street SE; and #3 - Kersey Way and Oravetz. A map was presented to the Committee that illustrated locations of delay agreements. It appeared there are no LID opportunities in relation to the delay agreements. It was noted there are a number of delay agreements in the area of 53~d Street SE. Director Engler stated a large development is slated for the area west of Kersey Way, so there may be an opportunity to call in some of the delay agreements in that area. Council/Committee member Poe commented on the fact that most budgets are reflecting a significant decrease in insurance. Director Engler stated that the' Finance Department has paid particular attention to insurance this year. The Water Utility budget was presented to the Committee, with lengthy discussion focused on Future Groundwater Management. In reviewing the Administration, Engineering, and Building budgets, Chair Wagner expressed a desire to add another staff person for code enforcement. Sewer Utility Engineer Roscoe distributed and reviewed a Capital Projects Summary, and discussed a new annual program to extend sewer mains to areas within City boundaries that are currently not on sewer. It is anticipated in 2001 to extend sewer mains to SE 310th Street and 22nd, 24th, and 25th Streets SE. The budget also includes funds to purchase a computer sewer modeling system and hire someone to do the modeling. The utility does not currently have an hydraulic model. B. LAKE TAPPS TASK FORCE, DRAFT AGREEMENT IN PRINCIPLE For the purpose of these minutes, this item was discussed after Information/Discussion Item C. Director Engler stated that the draft is available and confirmed that the Mayor had distributed copies to the Committee. She reported that Water Rights Attorney Tom Moritmer PUBLIC WORKS COMMITTEE MINUTES Page 5 of 6 SEPTEMBER 25, 2000 has been tasked with drafting the City's response to the request for comments. That response will be brought to the Committee at their next meeting for Committee review. DISTRIBUTION OF DRAFT WATER COMPREHENSIVE PLAN TO OTHER AGENCIES FOR COMMENT For the purpose of these minutes, this item was discussed after Information/Discussion Item D. City Engineer Dowdy stated that Committee members should have already received their copy of the Draft Water Comprehensive Plan, which has been distributed to other agencies for comment. In response to a question from Chair Wagner on whether or not a consensus had been reached regarding one source out of service, Director Engler responded that staff took Committee discussion and comments into consideration and reinterpreted what the criterion needs to mean in terms of reliability and Department of Health requirements, which has to do with contamination of sources. She stated that City Engineer Dowdy explored the issue further and staff then looked at what the City is really taking from the source, rather than what is hypothetically available from the source, to use as criteria to see what the impacts are. The results of doing that are reflected in the CIP. It is anticipated the final Water Comprehensive Plan will be ready for Council consideration by mid-December, along with the Comprehensive Plan Update. D. UPDATE ON WELL 2NVELL 6 For the purpose of these minutes, this item was discussed first on the Information/ Discussion agenda. City Engineer Dowdy reported that the contractor went back to work on Thursday, September 21, to complete the construction of Well 2NVell 6, and that no additional work on the existing Well 2 casing would be required. REVISED DRAFT JOINT OPERATING AGREEMENT, SOUTH KING COUNTY REGIONAL WATER ASSOCIATION For the purpose of these minutes, this item was discussed after Information/Discussion Item F. City Engineer Dowdy stated a meeting is scheduled for September 26 to review the agreement. Chair Wagner raised concerns about the language related to "first in/first out." Dowdy clarified that the agreement makes it clear that a water utility's first commitment is to its retail water service area, and then to outside commitments, where the first customer in line is the first one served. The Mayor raised a concern regarding City entities such as the Parks Department, which is supported by tax dollars, having to pay for water, and asked that the. issue be looked at in the next Cost of Service Study. PUBLIC WORKS COMMITTEE MINUTES Page 6 of 6 SEPTEMBER 25, 2000 F. DISCUSSION ON WRIA INTERLOCAL AGREEMENT For the purpose of these minutes, this item was discussed after Information/Discussion Item A. City Engineer Dowdy stated that our attorney has completed a review of the draft interlocal agreement and his comments have been given to the drafting commmittee. At a recent joint forum, 13 out of 16 parties conceptually agreed with the draft. It is hoped to have a final draft by the next meeting scheduled for October 25. Once all parties are in agreement, the final interlocal agreement will be brought before the Committee and Council. G. 2000 KING COUNTY COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN - AUBURN'S COMMENTS ON THE DRAFT For the purpose of these minutes, this item was added to the agenda by agenda modification and was discussed after Information/Discussion Item B. Director Engler stated that the City had produced five pages of comments on the 2000 King County Comprehensive Solid Waste Management Plan. She stated the City's comments are due by Friday, September 29, that distribution of the comments had been made to all Councilmembers, and asked for feedback with regard to the City's comments on the plan. H. CAPITAL PROJECT STATUS REPORT For the purpose of these minutes, this item was discussed after Information/Discussion Item E. #25, South 277th Street - Assistant City Engineer Selle stated that the City is continuing to work with Kent in regard to transferring lead agency status for the project to them. Discussion has been based on how such a transfer would take place. Discussion is also being held with the State Transportation Improvement Board (TIB), since Auburn must be able to satisfy the terms of agreements that the City has with other funding agencies. Also, the transfer of the project must be financially viable to the City. #15, 3rd Street SW - The contractor had failed to meet a contract requirement to provide an engineering office on site for City project management staff and inspectors. The City issued a Stop Work Order to facilitate getting the office in place. The contractor provided a plan to comply with the requirement the next day, at which time a Continue Work Order was issued. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:25 p.m. PM/bd REF. H:\ENGINEER\E00\E00-1094 (E:\MINUTES\00PW9-2)