HomeMy WebLinkAbout05-29-2001 CITY OF AUBURN PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
I. CALL TO ORDER
The meeting was called to order at 4:03 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, Budget and Finance Manager
Lee Hall, Assistant City Engineer Dennis Selle, Storm Drainage Utility Engineer Tim
Carlaw, Sewer Utility Engineer Jeff Roscoe, Water Utility Engineer Tim Osborne,
Transportation Planner Joe Welsh, and Administrative Services Supervisor Pam Miller.
Guests in attendance were Larry Bradbury, Water District No. 111; Bill Peloza; Dave Ondik;
Dwight Holobaugh, Consulting Engineer.
II. CONSENT
A. APPROVAL OF MINUTES
It was moved by Lewis, seconded by Singer, that the Committee approve the Public Works
Committee minutes for May 14, 2001, as submitted. Motion carried.
B. RIGHT-OF-WAY USE PERMIT 16-01, GOOD OL' DAYS EVENT
An application package for Right-of-way Use Permit 16-01 was submitted by Connie Henke,
President of Auburn Good O1' Days, on May 7, 2001. The application requests use of City
rights-of-way at specific scheduled times for the weekend of August 10th through August
12% Staff evaluated the application using the criteria of ordinance applied (ACC 12.60), and
found that the proposed application meets all requirements of the City and does not conflict
with any other known events. There was no discussion.
It was moved by Singer, seconded by Lewis, that the Committee approve Right-of-way Use
Permit 16-01. Motion carried.
C. RIGHT-OF-WAY USE PERMIT 96-20, CASE CORPORATION, MONITORING WELL
The Committee reviewed a request from Case Corporation to extend Right-of-way Use
Permit 96-20 for five years to monitor a groundwater well that is located at the SE corner of
26th Street NW and West Valley Highway. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee approve extension of
Right-of-way Use Permit 96-20. Motion carded.
D. AMENDMENT #2 TO AG-C-130 WITH TETRA TECH/KCM FOR THE STORM
COMPREHENSIVE PLAN
Agreement No. AG-C-130 with Tetra Tech/KCM, Inc., is for completion of the City's 2001
Stormwater Comprehensive Drainage Plan. Amendment #2 will provide additional studies
in support of 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.
PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
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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.
At their meeting on May 21, 2001, City Council referred this issue back to the Public Works
Committee. Director Engler stated that City Engineer Dowdy has met with Councilmember
Poe to discuss his concerns. She reported that while Councilmember Poe does not agree
with the moratorium, he would agree to the amendment, in principle. Councilmember Poe's
other concern is the number of consultants being used by the City in regular business, such
as preparation of comprehensive plans. In response to questions from the Committee,
Engler stated that it is unlikely these tasks can be done in-house due to staffing levels.
Lengthy discussion ensued about work to be accomplished under Amendment #2 and
Committee members' expectations for solutions. Director Engler stated that a consultant
would be unable to define a scope of work and cost of developing solution alternatives until
data is collected, the 100-year flood plain is delineated, and the ramifications and
possibilities of the information is analyzed.
It was moved by Singer, seconded by Lewis, that the Committee recommend Council
approve Amendment #2 to Agreement AG-C-130, provided Tetra Tech/KCM reports their
findings to the Committee in mid-August and, at that same time, staff begins drafting a
Request for Proposals for developing solutions to the drainage problems in the moratorium
area at about that same time. Motion carried.
E. AMENDMENT #3 TO AGREEMENT NO. AG-C-110 WITH TRANSPORTATION
CONSULTING NW
Due to the proximity and experience of Transportation Consulting Northwest (TCN), and in
the absence of a City Traffic Engineer and Traffic Operations Engineer, the City contracts
with TCN for traffic engineering consulting services. The services. provided include review of
development proposal design and traffic review, City traffic signal design review,
channelization review, support on EIS work, and general consulting service where a traffic
engineer's or operations engineer's experience is required.
Total compensation for services under this contract shall not exceed $75,000. Work in 2001
is expected not to exceed $44,000. A total of $71,000 is budgeted in line item 41 for
professional services of this type for 2001. The contract amendment would not result in a
budget impact.
Transportation Planner Welsh reviewed the type of work to be done by the consultant. In
response to questions from the Committee, Director Engler stated that there is money in the
Engineering Division's professional services budget to cover the cost of the amendment,
and that consultant costs related to developer review are reimbursed by the developer.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council
approve Amendment #3 to AG-C-110. Motion carried.
PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
Page 3 of 6
F. PERMISSION TO AWARD CONTRACT 01-07, PROJECT NO. C9053, 2ND & 'A' STREET
SW TRAFFIC SIGNAL, TO TOTEM ELECTRIC ON THEIR LOW BID OF $103,393
This project will complete the construction of the traffic signal at the intersection of 'A' Street
SW and 2"d Street SW. This signal is required to facilitate the ingress and egress from the
Sound Transit Station parking garage and bus loop. The underground conduits were
installed as part of the 'A' Street SW Improvement Project. This project is anticipated to be
completed in the fall of 2001. A project budget contingency of $58,389 remains in the 102
and grant funds for 2001. There was no discussion.
It was moved by Lewis, seconded by Singer, that the Committee recommend Contract 01-07
be awarded to Totem Electric. Motion carried.
III. ISSUES
A. ORDINANCE NO. 5539, SPRINT COMMUNICATIONS COMPANY, L.P., PUBLIC WAY
AGREEMENT
Ordinance No. 5539 authorizes the Mayor and City Clerk to execute a Public Way
Agreement between the City and Sprint Communications Company, L.P. for the right to
construct and maintain an underground fiber optic cable system within certain City street
right-of-ways. Sprint will be installing a new "POP" (point of presence site where electronics
are housed) to their already existing network in the area. There will be two sets of fiber from
backbone along the UPRR to "POP (the second line is a backup in the event the first fails).
Sprint has an existing Public Way Agreement for the backbone. This Public Way Agreement
covers this particular scope of extension work.
Action on this issue was deferred because the agreement is still under legal review by both
the City and Sprint; however, staff asked for feedback and discussion from the Committee.
Council/Committee member Lewis asked what areas they should look at for specific
changes brought about by the recent court decision. Director Engler stated that Auburn's
City Attorney does not agree with Sprint's position, so the two entities are still trying to work
out the terms of the agreement. Council/Committee member Lewis stated that he would
prefer not to discuss or review a draft agreement until it has been through the proper legal
channels.
B. ORDINANCE NO. 5558, BRIDGE CROSSING AND MAINTENANCE AGREEMENT WITH
THE UNION PACIFIC RAILWAY FOR PROJECT NO. PR562, SOUTH 277TM STREET
RECONSTRUCTION
Ordinance No. 5558 authorizes the Mayor to sign a "Bridge Crossing and Maintenance
Agreement" between the City and Union Pacific railway. The agreement allows the City to
construct a grade separated crossing of South 277th Street from the Union Pacific Railroad
(UPRR), which is part of PR 562, South 277th Street Reconstruction Project. The agreement
addresses the work to be done by the City to construct the elevated crossing and the railway
to remove the existing at-grade crossing, and provides for the funding participation through
an agreement with the FAST Corridor Partnership and distributed by the Freight Mobility
Strategic Investment Board (FMSIB) of $600,000 for construction of the grade separation
portion of the project. This funding is part of the anticipated budget for the South 277th
Street Reconstruction project.
PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
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There was no discussion regarding the agreement; however, Council/Committee member
Singer asked about the crossing of the UPRR at 37th Street NW. Transportation Planner
Welsh stated that the UPRR had recently made improvements to the crossing that raised
the elevation of the tracks. The railroad recognizes the need for additional pavement on
both sides of the crossing, and a City inspector will be visiting the site to determine how
much asphalt is needed. UPRR has agreed to install up to 10' of asphalt on either side of
the crossing. If the City determines additional asphalt is needed, the City must pay for it.
It was moved by Lewis, seconded by Singer, that the Committee recommend Council adopt
Ordinance No. 5558. Motion carried.
IV. INFORMATION OR DISCUSSION
A. WATER RESOURCES PROTECTION REPORT PRESENTATION
Director Engler reported that the consultant was unable to attend the meeting due to a
broken ankle; therefore, the presentation was deferred to a later meeting.
B. COMMUTE TRIP REDUCTION CONTRACT METHODOLOGY
Transportation Planner Welsh explained that the City is required to enforce State-mandated
Commute Trip Reduction (CTR) requirements. The State gives the City funding to assist
local affected employers in implementing their CTR. Currently, the funding from the State
comes directly to the City, and then the City uses the funds to hire King County to enforce
the CTR requirements and assist local affected employers in implementing their CTR. The
City has been given the option to have the State contract directly with King County and pay
them directly. Following discussion of advantages and disadvantages of the current system
and the new option, the Committee asked for copies of the RCW and Auburn City Code
related to CTR so that they could review the materials and discuss the issue at their next
meeting.
C. MID-YEAR BUDGET ADJUSTMENTS
Director Engler stated that Program Managers have been working with Lee Hall, Finance
Department's new Budget and Finance Manager, to revise programs and prepare budget
information, while Acting Finance Director Coleman has been working on the revenue side
of the budget.
The Committee reviewed the 102 Arterial Street fund budget. It was noted that the line item
for pavement preservation was $200,000 less than budgeted. Director Engler stated that
discussions with the Mayor had resulted in a strategy to hold the funds in reserve to
· maintain the arterial street fund balance in case additional City funds are needed for the 3~d
Street SW or S 277th Street projects. Discussion was held on what projects will not get done
in terms of pavement preservation. Transportation Planner Welsh identified several
potential projects. It was the consensus of the Committee to keep $500,000 in pavement
preservation and proceed with design of the projects, particularly 'A' Street SE (Main to 2"d),
With bids being delayed as late as possible to allow construction this year.
PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
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Acting Finance Director Coleman reported on the working capital for the Water Utility fund
and the fund's inability to support the capital project schedule and service debt under the
current rate schedule. She has discussed various options with the Mayor to address the
issue, including cutting back on projects, restructuring current debt, and increasing rates.
She stated she would present more information to the Committee at their next meeting.
Chair Wagner was supportive of raising System Development Charges (SDCs), but not
rates. Director Engler stated that she was planning on coming back to the Committee in
October or November with a proposal for new SDC rates for the utilities. The Committee
asked if the process could be expedited, and Council/Committee member Lewis asked if
Coleman could project revenue from increased SDCs based on an average of previous
years' statistics. 'He also asked for a comparison with neighboring cities' SDCs. Engler
stated that the SDCs are based on a pro rata share of the cost of the existing system.
Council/Committee member Singer commented on the possibility of an interim emergency
increase, with adjustments being made once the Cost of Service Study has been completed.
The Committee asked to see the Water Utility Budget information in detail prior to .discussion
at their next meeting.
The Committee discussed the Sewer Utility budget. Discussion was held on the need for
Project No. C9057, which consists of removal of an existing pump station near Auburn Way
North and 'D' Street NE. It was the consensus of the Committee to postpone the project.
The Storm Utility budget was reviewed by the Committee. The Committee expressed
concern about the amount of money budgeted for Project No. C0011, totaling more than $5
million during 2002 and 2003. The project consists of construction of a downstream water
quality and detention pond serving the Downtown Plan and potential acquisition of the
Segale parcel. Engler stated that because the project is contingent upon results of the work
being done by the consultant in regard to the moratorium issue, the project would not
commence this year. Coleman commented that Storm Utility revenue will be reduced $1
million from what was anticipated. Following discussion, the Committee concurred with the
Storm Utility budget as presented.
Chair Wagner summarized that the Committee will review the Water Utility budget at their
next meeting, along with SDC information as requested by the Committee.
D. CAPITAL PROJECT STATUS REPORT
Council/Committee member Singer asked about the status of the 15th Street NW project.
Assistant City Engineer Selle reported that a concept and a couple of options have been
developed to solve the problem of trucks damaging the curb. Price quotes are currently
being obtained, and a mid-year budget adjustment has been proposed to settle the claim
with the contractor and accomplish the repairs to the curb.
V. OTHER DISCUSSION
For the purpose of these minutes, this discussion was held prior to Information/Discussion
Item D.
The Committee asked about the status of the draft interlocal agreement between Auburn
and the City of Pacific. Director Engler stated that the draft is currently being reviewed by
PUBLIC WORKS COMMITTEE MINUTES MAY 29, 2001
Page 6 of 6
Auburn's City Attorney, but that it does not appear that the draft accomplishes what the
Committee had requested. She said that the agreement will be on the agenda for the next
Committee meeting. Committee members asked that the draft agreement be transmitted to
them electronically for their further review and comment.
VI. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting
was adjourned at 5:30 p.m.
Submitted by Pam Miller, Administrative Services Supervisor.
Approved by the Public Works Committee on ~ 1/) c,%0 o I
PM/bd
File: 17 (17.2)
REF. H:\ENGINEER\E01\E01-852 (E:\MINUTES\01PW5-2)