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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 CONSENT A. SURPLUS EQUIPMENT A list of office furniture and equipment that is outdated or broken and no longer of use was reviewed by the Committee.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 Page 2 of ? 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 Page 3 of 7 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 Page 4 of ? 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 Page 5 of ? 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 Page 6 of ? 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 PUBLIC WORKS COMMITTEE MINUTES JANUARY 22, 2001 Page 7 of ? 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 REF. H:\ENGINEER\E01 \E01-83 (E:\MINUTES\01 PW1-2)