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HomeMy WebLinkAbout05-14-2001CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 I. CALL TO ORDER The meeting was called to order at 4:35 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, Acting Finance Director Shelley Coleman, City Engineer Dennis Dowdy, Assistant City Engineer Dennis Selle, Storm Drainage Engineer Tim Carlaw, Sewer Utility Engineer Jeff Roscoe, and Administrative Services Supervisor Pam Miller. Guests in attendance were Tony Melone, Tetra Tech/KCM; Larry Bradbury, Water District No. 111; Les Hoffer, Muckleshoot Indian Tribe; Dwight Holobaugh, Consulting Engineer; Bill Peloza; Dave Ondik. II. CONSENT A. APPROVAL OF MINUTES It was moved by Lewis, seconded by Singer, that the Committee approve the Public Works Committee minutes for April 23, 2001, and April 30, 2001, as submitted. Motion carried. B. RIGHT-OF-WAY USE PERMIT 14-01, IT CORPORATION, 22r~D STREET NE IT Corporation has requested a Right-of-Way Use Permit to install a groundwater monitoring well in the left turn lane of 22nd Street NE at a depth of 25 feet. The well will be monitored and sampled for up to five years. City Engineer Dowdy explained that the request is related to the 7-11 store/gas station located at the corner of Auburn Way North and 22"d Street NE. He stated that a condition of the permit would be that a copy of all monitoring data shall be submitted to the City Water Quality Programs Coordinator concurrent with submittals to the Department of Ecology. Typically, the City requests this information from these types of monitoring wells, and uses it for the City's wellhead protection program. It was moved by Lewis, seconded by Singer, that the Committee approve Right-of-Way Use Permit 14-01. Motion carried. C. RIGHT-OF-WAY USE PERMIT 16-01, GOOD OL' DAYS EVENT This item was deferred to a future Committee meeting. D. SURPLUS OFFICE FURNITURE AND EQUIPMENT A list of office furniture and equipment deemed to be surplus was reviewed by the Committee. In response to a question from the Mayor, Director Engler stated that the surplus is due to a continuing effort to install modular work stations that attach to panels. Thus far, about 25% of the workstations have been updated. Prior to creating the surplus list, an internal effort was made to make use of the furniture being surplused. It was moved by Lewis, seconded by Singer, that the Committee recommend Council PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 2 of 7 approve surplus of the furniture and equipment. Motion carried. E. AMENDMENT #2 TO AG-C-130 WITH TETRA TECH/KCM FOR THE STORM COMPREHENSIVE PLAN For the purpose of these minutes, this item was discussed after Information/Discussion Item D. Agreement No. AGoC-130 with Tetra Tech/KCM, Inc., is for completion of the City's 2001 Stormwater Comprehensive Drainage Plan. Amendment #2 will provide additional studies necessary to support alternative strategies to solve the specific drainage problems of the area affected by the building and grading permit moratorium established pursuant to Auburn City Ordinance No. 5518. Formal adoption of the Plan is expected at the end of 2001. Amendment #2 is in the amount of $157,801 and brings the total contract amount to $314,090. Agreement AG-C-130 and amendment #1 required a budget adjustment of $76,833. This amendment requires an additional budget adjustment of $157,801. The term of the agreement is December 31, 2001. Storm Drainage Engineer Carlaw distributed copies of a revised agenda bill containing information regarding budget and budget amendment, along with a budget status sheet. He also handed out copies of a Summary of Tasks for Amendment #2 and the schedule of work. In response to a question from Chair Wagner regarding the cost, Carlaw responded that the scope not only looks at alternatives in the P and E sub-basins, but also includes flood plain analysis of Mill Creek to submit to FEMA for a flood plain map amendment. He stated that the scope does not include a detailed alternatives review for sub-basins P and E, and that the next contract amendment will address the concept design and costs of the most viable alternatives for the City's considerations. Tony Melone, Tetra Tech/KCM, explained that recent data collected on Mill Creek indicates water levels much higher than those predicted by previous work performed in terms of FEMA mapping. His firm has been asked by the City to come forward with analyses to address Mill Creek and how it affects sub-basin P, and expand the study into E. They will be using a sub-consultant that has done work in Mill Creek in the last decade and has models that are already put together, but need to be updated to address the Mill Creek corridor in terms of FEMA mapping. Carlaw displayed a map to indicate the study area, which extends outside of Auburn to the south and to the west. Discussion was held on the area to be studied, studies that would be performed, and expected results of the studies. Council/Committee member Lewis stated that it was his understanding that the studies were going to lead to solutions, while it appears the studies will identify what is causing the problems, with the next step being to look for solutions. Public Works Director Engler stated that staff will be reporting back to the Committee as information is gathered and possible alternatives begin to surface. However, the alternatives cannot be developed until data is collected and the scope of the problems become clear. It is anticipated that the consultant's work on this effort can be presented to the Committee in mid- to late September. There will be a need for another agreement to address solutions, which will require another budget adjustment. In response to a question from Chair Wagner, Acting Finance Director Coleman stated that the storm utility is in a comfortable position, and that Finance will be revising revenues and looking at projects to assess the storm utility's finances at mid-year. The PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 3 of 7 Committee was reminded that many of the projects proposed for this year are not being undertaken due to budget constraints. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Amendment #2 to AG-Co130 with Tetra Tech/KCM. Motion carried. F. AMENDMENT #-4 TO AG-C-69 WITH TETRA TECH/KCM FOR PROJECT NO. C8049, BRANNAN PARK PUMP STATION MODIFICATIONS For the purpose of these minutes, this item was discussed after Consent Agenda Item D. Amendment #4 to Agreement No. AG-C~69 with Tetra Tech/KCM, Inc., is for work related to C8049, North Central Basin Improvements. The scope of work for this amendment is to design a low flow discharge of storm water to the Metro sanitary sewer. Amendment #-4 will provide for the final PS & E to complete this phase of the overall planned improvements to rehabilitate the existing biofiltration swale located in Brannan Park. Under separate contract, the final phase of the overall planned improvements will entail reconstruction of the biofiltration swale to accommodate a more frequent period of water saturation. Amendment #4 is in the amount of $12,918 and brings the total contract amount to $66,321. The term of the agreement is extended to July 31, 2001. Storm Drainage Engineer Carlaw gave a brief review of the scope of work. In response to a question from Chair Wagner, Carlaw stated that the easement documents are currently being reviewed by the City's Legal Department, and that the residents have agreed to the easement, in principal, with certain provisions, such as guaranteeing that the area will be restored and that a fence will be constructed along the eastern boundary of the development, adjacent to the swale. It was moved by Lewis, seconded by Singer, that the Committee recommend Council approve Amendment ~ to AG.C-69 with Tetra Tech. Motion carried. III. ISSUES NONE IV. INFORMATION OR DISCUSSION A. UPDATE ON PSE INFORMATION REGARDING AUTOMATED METER READING For the purpose of these minutes, this item was discussed after Consent Agenda Item F. Acting Finance Director Coleman stated that she had met recently with a PSE representative to discuss bill printing services. At that time, she asked about meter reading; however, the PSE representative was not willing to talk about it because PSE does not have a cost or any idea of what it will be. There are currently two companies that produce meters that can be read by the PSE system, but costs to convert the City's system would be approximately $65 per unit, even if the City's meters had been retrofitted for radio read. Finance's recommendation is that if the City does convert to remote read, it should be radio read. Cost to convert to radio read meters is about $95 per meter, while non-radio read is approximately $35-$40 per meter. Director Engler stated one primary focus, which had PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 4 of 7 been brought forward by the Finance Department, has been on moving toward remote read for some of the large meters. The costs, estimated to be about $40,000, could be paid from the 2001 budget of $110,000 for small meter replacement, which is not being used at this time. About 2/3 of the large meters are installed in vaults, which require the meter readers to enter confined spaces. She stated that the minutes from the April 23, 2001, Public Works Committee meeting indicated the consultant, performing a cost of service study and rate study, would do a benefit/cost analysis on automated meter reading toward the end of this year. She suggested a placeholder be included in the 2002 budget that could be refined once the analysis is complete. The Committee concurred. B. UPDATE ON KING COUNTY METRO FINANCIAL STATUS Sewer Utility Engineer Roscoe discussed upcoming sewer rate increases being proposed by King County Metro. It is anticipated that the monthly rate will increase by 17% next year. The Committee asked if there is a way to indicate on monthly billing statements that the increase is a King County energy surcharge. Acting Finance Director Coleman stated that she would look into the possibility of adding an additional line on the billing statements. She stated another option might be to break out the Metro and Auburn rates, so that the increase shows up on the Metro rates. C. KING COUNTY SEWER CAPACITY TREATMENT CHARGE INCREASE Sewer Utility Engineer Roscoe discussed recent legislation allowing King County to increase their capacity charge. The rate will be increased in 2002 and will be paid by new customers connecting into sewer systems (i.e., new homes, or existing homes on septic that connect to sewer). The charge will increase from $10.50 a month to $21.48 a month for a period of 15 years, and customers will have the option of paying a lump sum up front. Roscoe asked the Committee if the sewer utility should spend efforts to educate the public for those homes currently on septic that could be served by the sewer utility. Assistant Finance Director Coleman stated that the Finance Department could easily identify those homeowners. It was the consensus of the Committee that the sewer utility should send letters to those customers, and that the letter be informational, rather than promotional. In response to a question from Chair Wagner, Roscoe stated that there is currently an issue with regard to the City of Seattle and combined sewer overflows. Contract language written when the original capacity charge was established states that once King County establishes a new affirmative capacity charge that goes above $10.50, Seattle no longer has to pay a combined sewer overflow surcharge. This will result in a revenue loss of over $2 million in 2002. Chair Wagner expressed concern over other jurisdictions having to make up the deficit and asked if a letter could be written to the County about Seattle having to pay it. Roscoe stated that he would review the issue and come back to the Committee with more information. D. REQUEST FROM SANITARY SEWER CUSTOMER Sewer Utility Engineer Roscoe stated that he has received a request from the owner of a food storage warehouse. The warehouse has big freezer and refrigeration units with cooling towers that take the heat out of the warehouse, cooling it with water. Some of the water evaporates into the air, while some is recycled back into the cooling towers, with only about 1 gallon per minute draining into the sanitary sewer. The owner has asked for a metering PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 5 of 7 device so that they are not being charged for the water that evaporates. The City currently allows deduct and irrigation meters that measure water not going into sanitary sewers; however, a standard meter could not be used in this case since part of the water does drain to the sanitary sewer. Following discussion, it was the consensus of the Committee that staff should pursue some type of metering system for customers with a 50% or more predicted difference between water usage and water going to the sanitary sewer. E. STRATEGY FOR PUBLIC INPUT FROM AUBURN ON WRIA 9 STUDY City Engineer Dowdy informed the Committee that another WRIA 9 public meeting is scheduled for May 17 in Kent. He said that this is the fourth or fifth public meeting, and that the meetings have been poorly attended by the general public. Attendees are usually City and County staff, consultants, and a few council members. WRIA 9 is beginning the third year of a five-year planning process, and it is important to have public input. Discussion was held on the need for input and the type of input being sought. Director Engler summarized the discussion by stating that at the end of the five years, the group will be coming back to the 16 jurisdictions involved, wanting to recover the species, and asking jurisdictions to participate financially in Habitat Conservation Programs or specific projects. At that point, Council will have some big decisions to make and will need to know what the community would be willing to support. It was suggested that the City publicize some of the things the City and Muckleshoot Indian Tribe (MIT) have been working on along the rivers in Auburn and ask that interested persons contact the City. It was also suggested that workshops or classes be set up, perhaps through the Parks and Recreation Department, to educate people and to establish a list of persons interested in the issue. Director Engler stated that a program improvement will be coming before Council to authorize a positio. n to address the City's environmental issues and work closely with the MIT in terms of watersheds. F. 9TM COURT DECISION ON QWEST RELOCATION COST City Engineer Dowdy stated that the Court ruled that Qwest does need to pay for their cost of relocation when they are in the right-of-way, if the relocation is needed for a transportation improvement. In addition, cities' ability to collect 6% utility tax is preserved. Staff must now begin work on Auburn City Code Title 20 and bring it to Council to address deficiencies found by the Court. G. BUDGET STATUS ON C0016, OLD LIBRARY/SENIOR CENTER RENOVATION Assistant City Engineer Selle distributed copies of a budget status sheet for the Old Library/ Senior Center Renovation Project, C0016. The project is a Parks Department project being worked through the Planning and Community Development Committee. The project has about $2.735 million in funding, with costs estimated at $2.733 million. While a current project contingency of $1,160 is shown on the status sheet, in addition to what is shown on the status sheet, there is a potential for additional change orders in the amount of $80,000 to $100,000. H. CAPITAL PROJECT STATUS REPORT The Capital Project Status Report was reviewed, and the following projects briefly discussed. PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 6 of 7 #2. White River Trail Extension (C9047) - Chair Wagner asked if lighting would be installed along the trail, stating it was his understanding that Parks Director Deal had some ideas on the issue. He has observed that more students are using the trail, and thought an idea had been proposed to install lights on existing poles. Staff will discuss the status of lighting on the Trail with Parks Director Deal. # 10. Unsewered Areas (PR 606) - In response to a question related to the estimated $300,000 remaining in the project budget, Director Engler stated that she did not believe there were any other projects scoped out for spending the remaining funds. #15. South 277th Street (PR 562) - it was noted that the ground breaking ceremony will be held on May 22 at 2:30 p.m. #20 - Lakeland Rezone (CS035)/EVH Water Pipeline (C0003) - Chair Wagner commented on the need for the City to show good faith effort to the City of Pacific on their request for water nesting so that the franchise will move forward. Director Engler stated that she had not yet received a draft agreement from Pacific's attorney, Mentor, and said she would check on the status of the draft. Selle stated that staff is moving forward with the design, and provided a franchise is obtained, it is anticipated the project will be advertised the end of June. Council/Committee member Lewis asked if the City had received grant funds for a signal at the intersection of Oravetz and Kersey Way. Selle stated the City was not awarded a grant for that signal, but did get funding for work on Auburn Way South, and for the City of Pacific for a signal at Lakeland and East Valley Highway. City Engineer Dowdy discussed the proposed detour route to be used while work is being done on East Valley Highway. V. OTHER DISCUSSION For the purpose of these minutes, this discussion took place after Information/Discussion Item G. Chair Wagner referred to a memo from Water Supervisor Ken Haines, asking if water from main flushing could be flushed to tankers to save the water. Director Engler clarified that the memo referred to flushing of dead-end mains. The work is proposed to be deferred until the wetter months of fall in an effort to conserve water this summer. Chair Wagner expressed his desire to have the issue of gated subdivisions brought before the Public Works Committee. He is concerned that private street standards might be reduced. Director Engler stated that it is her understanding that Planning Director Krauss intends to bring the issue to the Public Works Committee after Planning's process is complete. Director Engler distributed maps of storm drainage utility property located south of the corner of 37th and 'M' Streets SE. At a previous meeting, the Committee was apprised of citizen concerns that the property was being used as a staging area for vandalism occurring in the area. She asked for feedback from the Committee about constructing a fence along the east boundary of the property. Cost is estimated to be approximately $5,000. The Committee was supportive of fencing, if the fence would serve the property's future use. City Engineer Dowdy responded that the property will most likely be used as an infiltration/pre-treatment facility. Director Engler reported on two traffic related concerns discussed at the April 23, 2001, PUBLIC WORKS COMMITTEE MINUTES MAY 14, 2001 Page 7 of 7 Committee meeting. She stated that signs indicating cross traffic does not stop have been installed along 14th Street NE, behind Lowes, and that stripes have been painted on 15th Street NE near the curb cut leading to Sorella's/Freddie's Club to improve channelization of traffic into the driveway. VI, ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:20 p.m. Submitted by Pam Miller, Administrative Services Supervisor. Approved by the Public Works Committee on/Y/~,,~ ¢/2, 00 / PM/bd File: 17 (17.2) REF. H:\ENGINEER\E01\E01-789 (E:\MINUTES\01PW5~I )