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HomeMy WebLinkAbout12-13-2004 CITY OF AUBURN PUBLIC WORKS COMMITTEE December 13, 2004 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 5:30 p.m. in Conference Room #3, located on the second floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Member Gene Cerino, and Member Roger Thordarson. Also present during the meeting were: Mayor Peter B. Lewis, Planning Director Paul Krauss, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Duane Huskey, Sanitary Sewer Engineer Jeff Roscoe, Traffic Engineer Laura Philpot, Transportation Planner Joe Welsh, Senior Project Engineer Bill Helbig, Project Engineers Jennifer Dvorak and Robert Lee, Assistant Project Engineer Brian Coleman, and Administrative Services Supervisor Pam Miller. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Member Cerino, seconded by Member Thordarson, that the Committee approve the Public Works Committee minutes for November 22, 2004, as submitted. Motion carried. B. ANNUAL ON-CALL CONSULTANT AGREEMENTS It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council approve the Annual On-Call Consultant Agreements for 2005. Motion carried. C. AMENDMENT NO.1 TO CONSULTANT AGREEMENT NO. AG-C-231 WITH PARAMETRIX FOR WORK RELATED TO PROJECT NO. C9056, AUBURN WAY S SEWER REPLACEMENT Sanitary Sewer Engineer Roscoe responded to questions from the Committee on how the City plans to monitor the flows from Muckleshoot Indian Tribe (MIT) properties and the method for billing by the City and King County Metro. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council approve Amendment NO.1 to Consultant Agreement No. AG-C-231 with Parametrix. Motion carried. D. PERMISSION TO AWARD SMALL WORKS CONTRACT 04-21, PROJECT NUMBER C420A, TERRACE DRIVE GUARDRAIL, TO PETERSEN BROTHERS ON THEIR LOW BID OF $39,713.85 It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council grant permission to award Small Works Contract 04-21 for Project No. C420A. Motion carried. Public Works Committee Minutes December 13. 2004 E. PERMISSION TO ADVERTISE PROJECT NO. C406A, C STREET SW AND RIVERWALK DRIVE STORM POND IMPROVEMENTS Engineer Coleman distributed conceptual drawings of both ponds, which led to a discussion on the types of trees and vegetation to be planted. Chairman Wagner expressed concern about sign visibility at the C Street pond once the trees mature, and noted that the estimated cost for the project is higher than previously anticipated. Coleman responded that the visibility of signs will be taken into consideration when the trees are planted by allowing sufficient setback, and that part of the higher cost is due to the installation of irrigation systems at both ponds. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council grant permission to advertise Project No. C406A. Motion carried. III. ISSUES A. RESOLUTION NO. 3789, INTERLOCAL COOPERATIVE AGREEMENT FOR COOPERATIVE PURCHASING WITH DOUGLAS COUNTY It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council adopt Resolution No. 3789. Motion carried. B. RESOLUTION NO. 3793, AGREEMENT WITH KING COUNTY FOR THE CONSTRUCTION OF TRANSIT RELATED IMPROVEMENTS IN THE CITY OF AUBURN Traffic Engineer Philpot stated that the funds from King County will be used to leverage a Federal grant for the reconstruction of 2nd Street SE/SW, from A Street SE to A Street SW. As part of the project, improvements will be made to various intersections to improve transit service access. In response to a question from Member Thordarson, Philpot responded that 151 Street SE/SW is not included in this project because it is not classified, which is a requirement when Federal funds are involved. In response to a question from Chairman Wagner, Engineer Philpot said that staff worked with Metro to have buses routed so that the proposed angled parking near the Sun Break Café would be not affected. It was moved by Member Thordarson, seconded by Member Cerino, that the Committee recommend Council adopt Resolution No. 3793. Motion carried. C. ORDINANCE NO. 5817, AMENDING AUBURN CITY CODE SECTIONS 12.12.170, 12.16.070, 12.20.030, AND 12.24..060 RELATED TO STREET, SIDEWALK, AND PUBLIC WORKS FEES City Engineer Selle explained that the purpose of Ordinance No. 5817 is to move fees from City Code to the City Fee Schedule. He distributed copies of Resolution No. 3797, which amends the City's current fee schedule. The Resolution to amend the City's current fee schedule will go to the Finance Committee for approval prior to going to Council. In response to a question from Chairman Wagner, Traffic Engineer Philpot stated that it was previously decided to implement extra trenching fees by charging our own utilities for a year or two, prior to considering implementation of the fees for outside utility companies. Director Dowdy said that upon implementation of the Save Our Streets improvements, staff will identify private utility trenching that needs to be brought up to City standards and require each private utility to make repairs prior to mobilizing the City's contractor. Page 2 Public Works Committee Minutes December 13. 2004 City Engineer Selle confirmed that System Development Charges (SDCs) are included in the Fee Schedule for all utilities, and stated that the fees have been reformatted in the proposed resolution to be in a table format, making them more user friendly for the development community. Chairman Wagner asked that SDC's be reviewed by the Committee in 2005. Director Dowdy stated that he will be reviewing the work accomplished under the Committee's 2004 work plan, and will develop a 2005 work plan for consideration by the Committee. It was moved by Member Cerino, seconded by Member Wagner, that the Committee recommend Council adopt Ordinance No. 5817. Motion carried. D. ORDINANCE NO 5888, CONDEMNATION OF PROPERTIES FOR C1006, 3RD AND CROSS STREET ROAD IMPROVEMENTS Director Dowdy explained that negotiations are underway; however, it is desirable to have the condemnation ordinance in place because the grant funding agency has informed us that we must begin construction in March of 2005 or we risk losing the grant. Engineer Dvorak used an aerial map to indicate easements and property to be acquired, noting that property needed for the project has been minimized to the greatest extent possible. She also reported on the status of current negotiations for each parcel. In response to concerns voiced by Chairman Wagner, Assistant Director Selle emphasized that the City's intent is to continue with positive negotiations, but want to have the condemnation ordinance in place in case negotiations fail. Waiting to process a condemnation ordinance after negotiations have failed would take time and could jeopardize the grant funds. Discussion was held on the potential need for the City to have more than one on-call consultant for property negotiations, and it was suggested by Chairman Wagner that staff consider entering into an agreement with a second property negotiation consultant. Assistant City Engineer Gaub noted that right-of-way acquisition performed by the City on federal aid projects must meet WSDOT requirements, and that WSDOT has a list of those firms that they will accept to do this type of work. She also stated that the owners of the parcels listed in the condemnation ordinance have each received an initial offer letter, setting forth the City's offer and informing them that if agreement is not reached, the City has the right to invoke eminent domain. Engineer Dvorak stated that there are still some parcels that have not been included in the condemnation ordinance, because the property owners have not yet received initial offer letters. It was moved by Member Cerino, seconded by Member Thordarson, that the Committee recommend Council adopt Ordinance No. 5888. Motion carried. IV. DISCUSSION AND INFORMATION A. LEGISLATIVE AGENDA - TRANSPORTATION Director Dowdy presented a Staff Paper that was written in preparation for the 2005 Legislative Session. The document reviews the current allocation of the 28-cent fuel tax and suggests options for a more equitable method of distributing revenues among cities and counties, which is currently based on population. In addition, he handed out two documents: One summarizes action by the Puget Sound Regional Council (PSRC) Transportation Policy Board and recommendations to the PSRC Executive Board; the other outlines the consensus of the Directors of King County cities and King County at the last meeting held to discuss the Page 3 Public Works Committee Minutes December 13.2004 Transportation Legislative agenda. The documents were reviewed and the need for preservation of arterial lane miles that support freight mobility was discussed, as were transportation funding issues, in general. Director Dowdy also informed the Committee that after meeting with CTI, the company immediately stopped using A Street SE, and is primarily using the Lake Tapps corridor to get to Highway 167. In addition, a meeting was held with Icon and Miles to review the legislative agenda and ask for their support of funding for preservation of freight routes. Chairman Wagner suggested that the Staff Paper be revised so that an executive summary is at the front, and Member Cerino asked for copies of the revised document to take with him to distribute to Port staff at the various meetings that he attends. B. STATUS BLACK DIAMOND ROAD Director Dowdy stated that the contractor is nearing completion of the project, and is done with the shoulder work and with pre-leveling the slabs that were evaluated to have the potential to fail during the winter months. In response to a question from Chairman Wagner, Dowdy responded that caution signs are not posted for bicyclists who use the road, because it is not a designated bicycle trail or route. Dowdy reported that the City is working with King County Councilmember Patterson, via Councilmember Singer, to give the County engineer the authority to lower the speed limit on the roadway in the event the roadway actually fails due to heavy truck traffic and the City needs to lower speeds for safety. The speed limit on the portion of roadway located within the Auburn City limits is currently 25 mph, and the City has the authority to lower it further if needed; however, the County requires action by ordinance to lower the speed limit of the portion of the roadway located in the County. C. PROJECT NO. C221B, 15TH STREET NW MEDIAN ENHANCEMENTS Engineer Lee presented a design and color chip for the stamped asphalt to be used in the 15th Street NW Median Enhancements project. The design was developed following discussions with the Planning and Community Development and the Public Works Committees. It was noted that the border was not able to be wider then one brick due to the curvature, and the scallop design costs slightly more than the other patterns because it is more labor intensive to install. Due to the narrower border, staff is also proposing to use only one color. The Public Works Committee concurred with the design and color of the stamped asphalt, as presented. D. INTERSECTION MODIFICATIONS AT M STREET SE & AUBURN WAY SOUTH Engineer Dvorak gave a brief overview of the history of the project, which was originally part of the Auburn Way South Safety Improvements project. In initial discussions with representatives of the Zion Lutheran Church, located at the intersection of M Street SE, Auburn Way South, and 1 ih Street SE, they offered to give the City an easement at no charge in exchange for the City moving a vault and pole, and consolidating their driveway with their neighbor. As negotiations proceeded, the church representatives later asked for compensation for the easement. Since that time, the City retracted their offer to the church, separated this project from the Auburn Way South Safety Imgrovement project, and re-evaluated the intersection at M Street SE, Auburn Way South, and 17 h Street SE. Engineer Dvorak distributed a drawing illustrating the original project, including relocation of the vault and pole, and the proposed project, which does not impact the electrical facilities. Page 4 Public Works Committee Minutes December 13, 2004 The proposed plan, estimated to cost approximately $100,000 less than the original plan, was discussed. Member Cerino expressed concern regarding the proposal to allow right turns on a red light from Auburn Way South, heading northbound, onto M Street SE. He is concerned that there is a sight distance issue. Traffic Engineer Philpot stated that staff will review the sight distances to ensure that they are adequate. Following discussion, the Committee concurred with the proposed design for the project. E. MEMORANDUM OF UNDERSTANDING WITH CITY OF KENT FOR SOUTH 277TH STREET Transportation Planner Welsh presented the proposed design for South 27ih Street from Auburn Way North to the Green River. Discussion was held on the roadway design, which is for the full cross section. Welsh reported that the design has the concurrence of the City of Kent and area developers, and that all parties feel that if the right-of-way required to build a full cross section is not acquired now, the costs to acquire it in the future would be very high. In response to a question from Member Thordarson, Welsh responded that the design allows for D Street NE to stay open, with limited access (right in and right out only). In response to a question from Chairman Wagner, Traffic Engineer Philpot responded that the new cost estimate for this design should not increase substantially from the previous estimate. The Mayor concurred with a suggestion from Chairman Wagner that the project might be a good economic development opportunity. Consensus of the Committee was for staff to move forward with the proposed design. F. DOWNTOWN LIGHTING STUDY Engineer Coleman distributed clip boards, two maps, and highlighters to the Mayor and each Committee member. One of the maps, "Auburn Downtown Upgraded Lighting Areas," indicates what has been done thus far to improve lighting in the downtown area. Red circles indicate upgraded luminaires, while blue circles indicate trees that have been trimmed to let more light in. The second map, "Auburn Downtown Low Light Areas," indicates areas that meet or are below City lighting standards. Red hatch marks indicate low light areas along City streets, and blue hatch marks indicate low light areas in City parking lots. Because light levels are a perception by the pedestrian or resident, Coleman asked the Mayor and Committee members to assist staff in obtaining an accurate assessment of lighting adequacy by walking the downtown study area, and using the yellow highlighter to indicate areas they feel have sufficient lighting, and the pink highlighter to indicate areas where they feel lighting is insufficient. If there is consensus that lighting is insufficient in areas that meet current City lighting standards, there may be a need to revise the City's standards, which are currently based on the Illuminating Engineering Society of North America (IESNA) for safety levels. The areas that still remain below the safety levels will require new light poles and fixtures, therefore, the Mayor and Committee members were also asked to consider whether they would want a PSE-type utility pole installed or a standard street light. The decision was made to have a special meeting in mid-January to review the results of the survey, rather than discussing them at a Public Works Committee meeting. Director Dowdy will coordinate with Council Secretary Bothell to set up the meeting. Page 5 Public Works Committee Minutes December 13, 2004 G. BANNER POLICY Transportation Planner Welsh reviewed a document outlining issues related to Right-of-Way Use Permits for Banners. There is currently one banner location, and requests to hang banners at that location far exceed availability. Welsh reviewed current City Code, which states that banners of a non-political nature advertising community events sponsored by a nonprofit organization may be installed for a period not to exceed two weeks in duration. The code is silent on the issue of repeat advertising, so some applicants have reserved up to five 2-week periods of time per year. Welsh discussed the staff recommendation for updating the City's banner policy, which more clearly defines the type of applicant, purposes of the banner, and the definition of a community event. The recommendation states that organizations not advertising a community event may display banners for a maximum of two periods, not to exceed a total of 14 days within any calendar year. In the event of a conflict between a community event and another application, the community event can "bump" the other event. This decision would be made by the City Engineer. Committee members asked if staff had considered a second banner location. Traffic Engineer Philpot stated that a second location had been considered, however it was estimated to cost approximately $5,000 - $10,000 to install the poles. The permit fee is currently $25, which does not cover the administrative cost of processing the application or installing the banner, which requires one-half hour for a 2-man crew of street maintenance workers to install and again to take down a banner, and Equipment Rental costs for use of the bucket truck. It was the consensus of the Committee that City events have precedence; that a clear definition for community events be developed; that the City Attorney be consulted to see if language could be added to ensure that organizations that discriminate on the basis of race, color, religion, or national origin could be prohibited from making application for a banner; and that fees be re-evaluated and consideration given to raising them. H. DRAFT AMENDMENT REGARDING SANITARY SEWER SERVICE AREA TO BONNEY LAKE Utilities Engineer Huskey presented a map of the area, and reported that the area had been modeled for draft Addendum NO.1 to the Interlocal Agreement with the City of Bonney Lake for the Establishment of Sanitary Sewer Service Boundaries. Following lengthy discussion, it was the consensus of the Committee to limit service to the school and Fairweather Development until such time as the City of Bonney Lake develops a Comprehensive Master Sewer Plan for the area. I. TAKE OR PAY AGREEMENT WITH COVINGTON & WATER DISTRICT NO. 111 Utilities Engineer Huskey gave background information on the Take or Pay Agreement with Covington Water District and Water District No. 111. The current rate includes an overage charge of ten cents during the winter, and over $1.00 during the summer. The two water districts are now requesting that the current agreement be extended for ten years, and are questioning the reason for the winter overage charge. Staff is proposing that we eliminate the winter overage charge and to make the summer overage rate similar to the wholesale rates charged to the cities of Algona and Pacific. Page 6 Public Works Committee Minutes December 13, 2004 The impact of these changes on the water utility revenue stream were discussed, and Chairman Wagner asked that a chart or table be prepared to show rate changes made in the last couple of years, and increases that have affected Water District No. 111 or Covington Water District. He stated that while he is not in favor of reducing the Take or Pay rates, he is willing to discuss the possibility of the rates remaining unchanged for a period of time. Utilities Engineer Huskey reported that the two water districts have also asked for a "true up" of consumption. The City has been going by the master meter and does not propose to change that procedure. Huskey noted that the City is just now entering into negotiations with the water districts, and have a year to come to agreement. He will continue to keep the Committee apprised. In response to a question from the Committee, Huskey replied that the City is keeping discussion avenues open with Tacoma. J. PROPOSED ORDINANCE RELATING TO BOARD/COMMISSION MEMBERS For the purpose of these minutes, this item was discussed after Discussion/Information Item F. Ordinance No. 5890 amends Auburn City Code Section 2.30.020 relating to terms for Board and Commission Members. The code revision adds language to allow for removal of a board or commission member, at the Mayor's sole discretion, where the member does not comply with a reasonable request for a background check. The Committee was in favor of the Ordinance. K. BOEING DEVELOPMENT AGREEMENT For the purpose of these minutes, this item was discussed after Discussion/Information Item A. City Engineer Selle reported that some of the Exhibits are still being developed. Chairman Wagner expressed concern about Exhibit 4, which excepts Auburn City Code Chapters 12.04 and 12.64, which include design and construction standards. He pointed out that if the City is only dealing with one entity developing properties, the City can set forth road standards and maintenance; however, if dealing with numerous different developers, the City cannot exclude chapters unless language is included in the agreements as to how private roads will be built and maintained. Planning Director Krauss stated that Chairman Wagner's concerns were shared by others, and that a previous discussion was held on the issue. He explained that the Boeing Development Agreement was drafted by using a previous agreement. However, since Boeing does not have a master plan for their properties, and it remains unclear as to what properties might be sold, the conclusion has been reached that there are only two items that the City and Boeing can agree to: Vesting existing levels of traffic and on-site drainage. Director Krauss suggested that specific language be included to indicate that the agreement applies only to the areas of vesting existing levels of traffic and on-site drainage, and that roads or utilities built by developers and later dedicated to the City must meet or be upgraded to meet City standards. He further suggested that this issue be clarified through language developed by the City and Boeing attorneys prior to an amendment being presented to the Council at their first meeting in January. The language will also be revised to clarify the concept of grandfathering rights. Page 7 Public Works Committee Minutes December 13. 2004 In response to a question from Chairman Wagner, Director Krauss stated that the agreement will be brought before Council at a public hearing, which is scheduled for the January 3,2005, Council meeting. Revisions to the agreement will be made and distributed to Councilmembers prior to the public hearing. L. HOLIDAY SCHEDULE It was the consensus of the Committee to cancel the Public Works Committee meeting scheduled for December 27,2004. M. CAPITAL PROJECT STATUS REPORT The following projects were briefly discussed: Item #9, Project No. C326A, C Street SW. Contract A - It was noted that Safeway will begin operations in April, but the project is not anticipated to be complete until May. Senior Project Engineer Helbig reported that the roadway will be open for use by Safeway in April, and that the final work to complete the project will be done in May. Item #12, Project No. C1 014, Auburn Way South Safety Improvements - Assistant City Engineer Gaub reported that U-Haul has until tomorrow to respond to the complaint filed by Les Schwab. The specific issues of concern were briefly discussed. #13, Project No. C207 A, A Street NW Corridor. Phase 1 - It was reported that federal funds will be rolled into this project; however, the project will still have a deficit of approximately $4.2 million. The Mayor noted that a meeting will be held with those property owners who will benefit from the corridor to solicit their participation. Engineer Helbig reported that the Auburn Regional Medical Center (Multicare) has not agreed to participate, but that they are obligated for their half of 10th Street. Item 22. Proiect No. C411A, Academv Drive Geotech StudY - Helbig reported that the consultant has finished all of the subsurface explorations and will have the preliminary technical memo to the City in the next two weeks. Information regarding the results of the study will be forwarded to Committee members prior to any information being shared with other agencies. Item 24. Project No. 307 A, City Wide ITS Improvements Project - Member Thordarson stated that he would not be able to attend the tour of the City of Seattle and King County Traffic Management Centers on Monday, December 20th. Chair Wagner suggested briefing Member Thordarson at a separate meeting following the tour. Item 26. Project No. C229A, BNSF/East Vallev Hwv. Pedestrian UndercrossinQ - Assistant City Engineer Gaub stated that the City has received a $150,000 grant which should allow staff to complete the design of the project in 2005, so that it will be ready to be constructed when funding is available. Item 28. Project No. C322A, West Main Street Improvements - Chairman Wagner asked about the Tree Board's recent visit to the West Main Street area. Assistant City Engineer Gaub stated that some board members requested that staff attempt to save some of the trees on West Main Street. Staff will research whether or not any of the trees can be saved, and will also consider if new trees should all be the same species. V. OTHER DISCUSSION For the purpose of these minutes, this discussion took place after Issue Item D. Brief discussion was held on pedestrian signage in the vicinity of the 3rd Street SW project. Committee members noted that the signs on the east side of C Street SW are good, but that pedestrians heading north on the west side of C Street SW toward the Highway 18 ramps have a crosswalk, but no signs to direct them. Page 8 Public Works Committee Minutes December 13. 2004 VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 8:12 p.m. DRD/pm Submitted by Pam Miller, Administrative Services Supervisor. Approved by the Public Works Committee on ~\ 0 I dO 05, File: 17 (17.2) REF. H:\PWCAgendaMinutes/121304Minutes Page 9