HomeMy WebLinkAbout01-22-2001CiTY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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 Pete Lewis, and
Council/Committee member Sue Singer. Staff in attendance were Public Works Director
Christine Engler, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle,
Traffic Engineer Cass Brotherton, Transportation Planner Joe Welsh, Storm Drainage
Engineer Tim Carlaw, Project Engineer Ingrid Gaub, Project Engineer Scott Nutter, Project
Engineer Peter Gates, Project Engineer Laura Philpot, GIS Services Supervisor Ed Knight,
and Administrative Services Supervisor Pam Miller.
Guests in attendance were Larry Bradbury, Water District No 111; Consulting Engineer Dwight
Holobaugh; Tony Melone and Jay Smith, Tetra Tech/KCM, Inc.; Mark Hancock,
M. A.. Segale.
I1. CONSENT
A. SURPLUS EQUIPMENT
A list of office furniture and equipment that is outdated or broken and no longer of use was
reviewed by the Committee. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council
approve surplus of the furniture and equipment. Motion carried.
B. AGREEMENT FOR PROFESSIONAL SERVICES WITH TETRA TECH/KCM, INC.,
AG-C~130
Agreement No. AG-C-130 with Tetra Tech/KCM, Inc., is for the 2001 work related to the
City's Stormwater Comprehensive Drainage Plan. Execution of this contract will complete
the work previously begun under contract AG-C-58 Amendment #6, which work has been
terminated, with an emphasis on gathering information on existing facilities in annexed
areas of the City and completing the Plan. Formal adoption of the Plan is expected at the
end of 2001. The term of the agreement is to December 31, 2001.
A revised agenda bill was distributed to the Committee. Timing of some of the items listed in the
Scope of Work was briefly discussed.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve
Agreement No. AG-C-130 with Tetra Tech/KCM, Inc. Motion carried.
C. PERMISSION TO SOLICIT BIDS FROM THE SMALL WORKS ROSTER FOR PROJECT
NO. C9046, 15TM STREET SW PEDESTRIAN AND BIKE LANE
City Project No. C9046, 15th Street SW Bicycle/Pedestrian Trail, will construct a Class 2
Bicycle and Pedestrian Trail on both sides of 15th Street SW. The trail will connect the
regional Interurban Trail to 'C' Street SW. A 2000 year-end budget adjustment of $4,723.61
and a 2001 mid-year budget adjust of $3,053.00 from the 102 fund will be required to fund
the project.
PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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In response to a comment from Chair Wagner that he did not find this project on the City's 6-
Year TIP, Transportation Planner Welsh stated that the project had been on the TIP, but
since funding had been secured and the project was expected to be completed in 2000, it
was drepped from the 2001 TIP. The Committee asked if there were plans to improve
pedestrian travel along C Street SW, which was a concern raised in a letter from a citizen to
the Mayor and Council. Director Engler stated that staff will work with the Planning
Department to coordinate the issue as part of the City's Non-Motorized Plan portion of the
TIP. The need to connect the Transit Center to the Interurban Trail and 15th Street SW was
also discussed.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council grant
permission to solicit bids from the Small Works Roster for Project No. C9046. Motion
carried.
D. FINAL PAY ESTIMATE #8 TO CONTRACT 99-25 WITH CA CARRY, AND ACCEPT
CONSTRUCTION OF PROJECT NO. C9009, WELL 2 & WELL 6 CONSTRUCTION
This project included the demolition of the existing Well 2 facility, and the construction of a
new facility to house both Well 2 and the new Well 6. Well 2 equipment was removed and
replaced with new equipment. Well 6 equipment was installed and both wells were tested
and are being utilized in the City's water distribution system. The project completion was
anticipated in 2000. $195,541.72 remained in the 2000 project budget at year end. A 2000
year-end budget adjustment is required to carry over $81,285.41 of unused project funds to
2001. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council
appreve Final Pay Estimate #-8 to Contract 99-25 with CA Carey and accept construction of
Project No. C9009. Motion carried.
E. FINAL PAY ESTIMATE #2 TO SMALL WORKS CONTRACT 00-13 WITH SIGNAL
ELECTRIC, AND ACCEPT CONSTRUCTION OF PROJECT NO. C0008, AUBURN WAY
SOUTH & RIVERWALK DRIVE TRAFFIC SIGNAL MODIFICATION
The project provided for the removal of the protected/permissive phasing on Auburn Way
South at Riverwalk Drive and added pretected-only phasing. Pavement and channelization
markings were also installed. A project contingency of $8,600 remains in the 102 fund.
There was no discussion.
It was moved by Singer, seconded by Lewis, that the Committee recommend Council
approve Final Pay Estimate #2 to Contract 00-13 with Signal Electric, and accept
construction of Project No. C9009. Motion carried.
III. ISSUES
A. RESOLUTION NO. 3309, ANNUAL AGREEMENT FOR PROFESSIONAL SERVICES WITH
CERTIFIED LAND SERVICES CORPORATION FOR REAL PROPERTY NEGOTIATION
AND RELOCATION SERVICES FOR YEAR 2001
Resolution No. 3309 authorizes the Mayor to execute an Agreement for Professional
Services between the City and Certified Land Services Corporation for real property
PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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negotiation and relocation services for the calendar year 2001. Property negotiations and
relocation assignments will be assigned by task order throughout the year, as needed. The
fees for services under this agreement shall not exceed $50,000. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt
Resolution No. 3309. Motion carried.
B. ORDINANCE NO. 5506, CREATING AUBURN CITY CODE CHAPTER 19.04, WHICH
ESTABLISHES TRANSPORTATION IMPACT FEES
Ordinance No. 5506 creates new Aubum City Code Chapter 19.04, which establishes
Transportation Impact Fees. The impact fee system is a result of a year-long Transportation
.............. I.mpac.t Eee. R.a. te Study and it attempts to capture the cost of providing new capacity on the
roadway system to accommodate new local development. It is estimated that $8.5 million of
the costs of projects included in the City's Transportation Improvement Program (TIP) are
associated with the impacts of local growth and are not funded through grants or other
sources.
The fees are based on the number of new PM peak trips generated by specific types of land
use and the Code includes a provision for developers to have the option to perform a traffic
impact study to potentially show that fewer trips would be generated than indicated by the
fee schedule.
Transportation Planner Welsh distributed information regarding the Transportation Impact
Fee. He stated that the firm of Henderson & Young had conducted the rate study and
developed criteria for developing the impact fees. Welsh reviewed the criteria and the
reasons for establishing a transportation impact fee, which would fund construction to meet
impacts of development on capacity. He reviewed the City's current system of collecting
traffic mitigation fees; however, the current system does not collect fees from everyone. If a
development is built in an area of the City where the transportation system is adequate, fees
are not collected, even though trips generated by the development are using the entire
system. In response to a question from Council/Committee member Lewis, Welsh stated
that one area where the transportation system is adequate would be West Main Street and
adjacent areas. Development on the west side of town does not typically trip threshold
requirements for traffic mitigation fees. Welsh added that a Transportation Impact Fee
would identify costs to developers up front and is :more equitable. He then explained how
the fees were developed.
Discussion was held regarding comparison of Auburn's proposed fees to other valley cities,
and customization of fees for specific types of development. Chair Wagner stated that the
City Attorney had previously advised the Committee that customization of a fee for a specific
type of development would have to provide a clear benefit to the public. The proposed fee
schedule includes one customized rate, which is for day care centers. Welsh stated that
one common customization is by zone, which is the method used by the City of Redmond.
Following discussion, the Committee tabled the issue until their meeting on February 26.
They asked staff for materials that show all the valley cities, particularly Tukwila, Sumner,
and Puyallup, and Federal Way and indicate which cities have impact fees; they asked for
information on the calculation methods used elsewhere; and for the City of Redmond
ordinance and rate structure for customizing fees by zone. They also requested more
PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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comparisons for types of development, and if formulae of other cities are reasonable to
compute, examples in each fee category.
Chair Wagner commented that the Committee had previously recommended the fees be
reduced by 50%, and noted that the proposed fees were raised to 100% of the original
proposed fees. The Mayor explained that he had directed staff to present the original full
fees for consideration of the Committee.
C. ORDINANCE NO. 5507 AMENDING ORDINANCE NO. 5119 AND ACCEPTING $38,462 IN
ADDITIONAL FEDERAL TEA-21 FUNDS FOR PROJECT NO. PR562, S 277TH STREET
RECONSTRUCTION PROJECT
This issue item was transmitted via Agenda Modification.
Ordinance No. 5507 amends Ordinance No. 5119, which was adopted by City Council on
July 22, 1998, and approves Local Agency Agreement Supplement No. 2 with WSDOT.
This supplement authorizes additional federal TEA-21 funding for Project No. PR 562, South
277th Street Reconstruction Project. The federal funds that were awarded to the project in
1998 totaled $4,000,000. In the 2000 allocation, the federal funds were adjusted to
$4,038,462 for this project. Ordinance No. 5119 accepted the $4,000,000 in federal funds
and authorized the Mayor and City Clerk to execute the documentation as necessary. This
Ordinance, No. 5507, accepts the additional $38,462 in funding and authorizes the Mayor
and City Clerk to execute the supplemental agreement. This funding is additional funding
for the project. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt
Ordinance No. 5507. Motion carded.
D. RESOLUTION NO. 3315 AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT
WITH LEROY A. JONES FOR THE PURPOSE OF PROVIDING COORDINATING
RESEARCH AND INFORMATION SERVICES THROUGH THE YEAR 2001
This issue item was transmitted via Agenda Modification.
Resolution No. 3315 authorizes the Mayor to execute an agreement for professional
services with Leroy A. Jones. Mr. Jones was contracted by the City's Legal Department to
assist in right-of-way acquisitions and condemnation procedures related to PR 562, South
277th Street Reconstruction Project. He will also serve as an expert witness in court
proceedings. Mr. Jones is a retired program manager from the King County Department of
Agriculture and was hired for his expertise in King County agricultural property rights and
farmland preservation management. The total amount of the agreement is not to exceed
$75,000.
Public Works Director Engler clarified for the Committee that the resolution is a Legal
Department initiative in support of legal actions they are taking with regard to property
acquisition for the South 277t~ Street project. Project Engineer Nutter explained that two
parcels affected by the South 277b Street. project are in a farmland production district, which
opens up many issues with King County in regard to agricultural property rights and
farmland preservation. In addition to performing research and being an expert witness, if
proceedings go to trial, Mr. Jones will serve as liaison with the County.
PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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It was moved by 'Lewis, seconded by Singer, that the Committee recommend Council adopt
Resolution No. 3315. Motion carded.
IV. INFORMATION OR DISCUSSION
A, STREET IMPROVEMENT DELAY AGREEMENT WITH HUMPHREY INDUSTRIES, LTD,
FOR A PORTION OF CLAY STREET NW
Storm Drainage Engineer Carlaw used a map to show the location of the development being
discussed. He also pointed out existing developments that have drainage established
through Western Street or the Puget Sound Energy (PSE) ditch, areas with outlet potential if
right of easement is obtained from PSE, and areas with no outlet other than direct discharge
to adjoining properties.
City Engineer Dowdy stated that during the budget process, guidance was for staff to
minimize the number of street delay agreements, and during the past six months, staff have
been requiring that half-street improvements be built. However, in this case, staff were
divided on how to handle the situation, which is why it was brought to Committee for
discussion. If Humphey Industries is required to build the half-street improvements, the
improvements will result in additional, channelized runoff in an area where there is no
drainage system and where a drainage solution is not readily apparent.
Lengthy discussion was held on the issue of drainage in this area, and a map indicating
street delays was distributed. It was noted that there are not enough delays that could be
called in to build the corridor, so the City would have to make up the difference, if Humphrey
Industries was told to build the half-street. Chair Wagner asked if the City could deny the
project, however, Director Engler informed him the plans had already been through the
process where those comments would have been received. The developer received City
approval through the SEPA review process, so there is no way for staff to stop the process
at this time. The possibility of a moratorium until the issues are resolved was mentioned.
Chair Wagner voiced his opinion that it appeared that a street delay agreement should be
issued, and asked that staff bring it to the Committee at their next meeting for action.
B. BRIEFING ON 2001 STORM DRAINAGE CAPITAL PROJECTS
Storm Drainage Engineer Carlaw presented a list of projects from the 2001 Preliminary
Budget. Since the Comp Plan has not been adopted, and the Committee is still discussing
the prioritization of projects listed in the Storm CIP, there is no budget authority for staff to
move forward with 2001 projects.
Carlaw reviewed the projects on the list, and the Committee concurred with his
recommendation that the City move forward on Projects C9035-21't Street SE from 'A'
Street SE to 'H' Street SE, C8049-North Central Basin - Water Quality Pump (Brannan
Park), 432(c)-Subbasin "Z" Property Acquisition, MS 706-Comprehensive Plan Revision,
C9058-West Hill Spring, 432(d) Mill Creek Tributary 0053, and that the City proceed with
investigating the feasibility of property acquisition and with pre-design for C0011-Central
Auburn Water Quality Facility.
PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001
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C. PRIORITIZATION/WEIGHTING FACTORS FOR STORM CIP (FOLLOW UP)
Storm Drainage Utility Engineer Carlaw re-introduced Tony Melone and Jay Smith of Tetra
Tech/KCM, Inc, Mr. Melone stated that, in response to input from the Committee, they had
revised the criteria used to rank the CIP projects. The criteria are used to evaluate each
project, while weighting factors are used to indicate importance of the project.
Cadaw distributed the original criteria and weighting factors, and the revised criteria.
Melone reviewed the new criteria that were added. They included a focus on flooding to
include frequency and magnitude of flooding and if the flooding is on public or private
property; the City's contractual obligations to construct the project; the complexity of the
project's pre-construction activities, such as permitting and property acquisition; and
compliance with existing or future regulatory programs. Discussion was held on the
difference between documented and modeled drainage problems, and the Committee asked
that it be addressed in the flooding frequency criteria.
Jay Smith gave an example of how a specific project would be ranked using the criteria, and
discussed some of the rationale that goes into weighting the criteria. Following discussion,
the Committee asked for more of a spread in the weighting factors, and discussed how they
should give their input. Originally, the factors of one through three were used. It was
decided they would weight the criteria, using factors one through five, and return them to
Carlaw. The projects will then be re-ranked and presented to the Committee at their
meeting on February 26. Chair Wagner asked about the weighting factors used to prioritize
alternatives. Director Engler explained the difference between ranking projects and
selecting technical alternatives by using high/low scores. Following discussion, it was
determined that the Committee would be weighting criteria for projects, and that the
alternatives would not be re-evaluated.
D. PURCHASING POLICY - APPLICATION TO CONSTRUCTION CONTRACT
CONTINGENCY MANAGEMENT
Due to time constraints, this item was not discussed.
E. BNSF SIGNAL SHACK POTENTIAL 3RD STREET SW CHANGE ORDER
For the purpose of these minutes, this item was discussed after Information/Discussion Item
C.
Project Engineer Gaub reported on a potential change order for the 3~d Street SW project
due to a situation that was thought to have been resolved with a Construction and
Maintenance Agreement with BNSF. One of the BNSF signal shacks is located in the
middle of the place where a bddge footing is to be constructed. The City is working with
BNSF to get the shack relocated with as minimal of a delay to the City's contractor as
possible. BNSF estimates the cost to relocate is about $350,000, which they feel is a cost
to the City. Staff does not agree with this and is working to negotiate with BNSF. Staff is
trying to avoid any delays to the project construction contract, since the potential cost of
delay could be as much as $150,000 beyond the BNSF costs.
F. SOUTH 277TM STREET INTERLOCAL AGREEMENT
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Project Engineer Nutter confirmed for the Committee that the copy of the agreement in their
mail boxes was more current than the one in the agenda packet, but stated that there were
no substantive changes. Assistant City Engineer Selle informed the Committee that the
agreement was Kenrs version, and that Auburn has not yet commented on it. Committee
members brought attention to language about which they had a concern. They were asked
to forward their comments to staff so that the agreement could be brought back to
Committee at their meeting on February 12.
G. WATER SUPPLY CRITERION
Due to time constraints, this item was not discussed.
H. THURSDAY, .FEBRUARY 8, AT KENT SENIOR CENTER IS NEXT WORKSHOP FOR
WRIA 9 RECONNAISSANCE REPORT
Due to time constraints, this item was not discussed.
I. CAPITAL PROJECT STATUS REPORT
Due to time constraints, this item was not discussed.
J. OTHER DISCUSSION
For the purpose of these minutes, this item was discussed prior to Information/Discussion
Agenda Item A.
Director Engler informed the Committee of a potential issue pertaining to storm utility
revenue. She stated that the Finance and Public Works Departments have been verifying
storm rate assumptions regarding the number of accounts and number of ESU's in each
customer class and total predicted rate revenue. The actual revenue collected during the
first set of billings is not matching the assumptions and is, in fact, considerably less than
predicted. There is some evidence that the assumptions are not correct. Initial thought is
that the total number of ESU's is faidy accurate, however, previous storm assessment was
not based on the specifics of storm facilities installed on each property. Dudng the last 18
months, the City has been confirming the number and locations of stormwater treatment
facilities on private parcels, and have discovered there are more parcels that are treating
runoff than originally assumed. Those parcels are eligible for credit, resulting in less
revenue than originally predicted. Staff will keep the Committee apprised of the issue.
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting
was adjourned at 6:30 p.m.
PM/bd
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