Loading...
HomeMy WebLinkAbout02-28-2005 CITY OF AUBURN PUBLIC WORKS COMMITTEE February 28, 2005 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 5:00 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: Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Duane Huskey, Transportation Planner Joe Welsh, Transportation Planner/Grants Manager Tiffin Goodman, and Administrative Services Supervisor Pam Miller. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Member Thordarson, seconded by Member Cerino, that the Committee approve the Public Works Committee minutes for February 14, 2005, as submitted. Motion carried. B. SURPLUS EQUIPMENT It was moved by Member Thordarson, seconded by Member Cerino, that the Committee recommend Council approve surplus of the equipment. Motion carried C. PROCUREMENT CONTRACT WITH ECONOLlTE CONTROL PRODUCTS FOR PROJECT NO. C307A, PHASE 1A - CITYWIDE ITS IMPROVEMENTS This item was brought before the Committee via agenda modification. Director Dowdy explained that the City is doing everything possible to expedite the project so that Phase 1A, which will enable us to manage the signals from SR 18 to Academy Drive on SR 164, is operational prior to the White River Amphitheater's first concert, which is scheduled for June 10. The goal of this phase is to remove our Police Officers from having the burden of controlling traffic in the intersections for special events. In response to a question from Chairman Wagner, City Engineer Selle stated that while the agenda reflects $200,000 for the procurement contract, $400,000 is shown on the Budget Status Sheet because there will be more than one procurement contract related to the project. Information Services Director Rempher explained that Econolite best met the City's requirements and has committed to the system being up and running by June, provided the Notice to Proceed is issued on or before March 15. In response to questions from the Committee, Director Rempher explained that the Econolite software is compatible with the City's current software, enabling the City to use existing timing and programming plans while we work to develop new timing and programming plans for the new system. City Engineer Selle added that the City can continue to use the existing system, while developing new plans that will be ready to be put in place once the new system is on line. In response to a question from Member Cerino, Director Rempher stated that once the system and programs are set up, the City will have the ability to make adjustments as needed. Staff at the Traffic Management Center, located at the Maintenance and Operations (M&O) facility, will be able to view cameras showing various locations in real time and then Public Works Committee Minutes Februarv 28. 2005 adjust timing or revise patterns based on what they see on the cameras. In addition, Traffic Engineer Philpot and Traffic Operations Engineer Johnstone will have access to the cameras and system from their desktops at City Hall. It was moved by Member Thordarson, seconded by Member Cerino, that the Committee recommend Council authorize the Mayor to enter into a procurement contract with Econolite Control Products for Project No. C307A. Motion carried D. AWARD IT PROCUREMENT AND CONSTRUCTION CONTRACTS ASSOCIATED WITH PROJECT NO. C307A, PHASE 1A - CITYWIDE ITS IMPROVEMENTS This item was brought before the Committee via agenda modification. City Engineer Selle explained that Phase 1A will install that portion of the system from the M&O facility to Academy Drive. To meet the goal of having Phase 1A operational prior to the first White River Amphitheater concert, several more ITS procurement contracts will be needed, in an amount not to exceed $200,000, along with one construction contract estimated at up to $800,000. The scope of work for the construction contract will involve installing the fiber optic cable, traffic cameras, and central control software, and adding space at the M&O facility to accommodate an interim Traffic Management Center. Staff is requesting that Council authorize the Mayor to execute the contracts in order to expedite the project. In response to a question from Chairman Wagner, Senior Engineer Gaub described the installation route for the fiber optic cable. Most of the cable will be aerial; however there are a few locations where the cable will be installed underground by trenching or boring. She also noted that the signals at Dogwood and Riverwalk Drive will be included in the system. City Engineer Selle stated that the next phase of the project will be to get South 27ih on line, which was required by King County, who provided funding for the project. As the City continues to procure funding for the project, additional corridors will be placed on the system. Chairman Wagner asked about the transition plan for the first couple of concerts at the Amphitheater, and also asked about the involvement of the Police Department. City Engineer Selle stated that some smaller events are scheduled at the Amphitheater prior to the first concert, which will provide an opportunity for testing the system, provided it is operational by that time. Another opportunity for testing will occur when staff receive training from the vendor. In regard to the Police Department, City Engineer Selle reported that Commander Miller had informed him that they would continue to provide support until it becomes unnecessary. It was moved by Member Thordarson, seconded by Member Cerino, that the Committee recommend Council authorize the Mayor to award the remaining procurement contracts and the construction contract associated with Project No. C307A. Motion carried III. ISSUES A. ORDINANCE NO. 5903, AMENDING AUBURN CITY CODE TITLE 13 ENTITLED "WATER, SEWERS AND PUBLIC UTILITIES" FOR THE PURPOSE OF DESIGNATING A NEW RESPONSIBLE PERSON FOR THE EXECUTION OF PAYBACK AGREEMENTS It was moved by Member Thordarson, seconded by Member Cerino, that the Committee recommend Council adopt Ordinance No. 5903. Motion carried. Page 2 Public Works Committee Minutes Februarv 28. 2005 IV. DISCUSSION AND INFORMATION A. TRANSPORTATION PLAN UPDATE - OUTREACH PLAN Transportation Planner/Grants Manager Goodman distributed a draft flyer inviting all high school students in the City of Auburn to participate in a Comprehensive Transportation Plan Cover Contest. She stated that she had contacted all of the high schools in Auburn, and that they were very receptive to the idea. She also reported that she has arranged to have all entries displayed in the first floor lobby of City Hall from May 13-19, with recognition of the students who submitted the top three entries taking place at the May 16 Council meeting. Discussion was held on how the winning entry should be chosen. Following discussion, it was the consensus of the Committee that staff select three finalists, with City Council determining the winning entry. Transportation Planner Goodman suggested that while the entries are displayed in the lobby, Councilmembers could e-mail to her any comments they may have regarding particular entries. Their comments could then be used to assist staff in selecting the top three. Transportation Planner Goodman then explained the Outreach Strategy for the Comprehensive Transportation Plan. She reviewed activities that have taken place thus far, and said that most recently, approximately 30 surveys were collected from youth at a booth held at a Youth Fair. The surveys provided good information on where and how youth travel in Auburn. Goodman then reviewed future outreach plans, which include neighborhood meetings, participation in a telephone survey being coordinated by the Finance Department, and meeting individually with members of the Technical Advisory Committee (TAC). Chair Wagner suggested that the Chamber of Commerce be contacted, and also Frank Mansell, who is a resident of Lakeland Hills and participated on the TAC. Committee members also suggested that in lieu of the open house scheduled for June of this year, the City have a booth at the 4th of July Festival, which is held in Les Gove Park. A walk-in booth proved very successful for the SOS program, because citizens could go into the booth and talk with staff and/or Councilmembers, and use stick pins to show where they live and where they feel problems exist. Another successful component of the SOS booth was postcards that people could either fill out and leave at the booth, or take with them to fill out and mail back to the City. A similar approach with a survey on a post paid mailer could prove very beneficial in reaching more citizens than an open house. In regard to the format of the Transportation Comprehensive Plan, Chairman Wagner commented that he liked the format of the Parks Department's Comprehensive Plan, which had a lot of graphics and white space. He suggested that Goodman take a look at it and perhaps use similar formatting for the Transportation Plan and include aerial photos for sections of town that citizens could relate to, such as the downtown area and Lakeland Hills. B. ITS SOFTWARE / EQUIPMENT PURCHASE This item was discussed with Consent Items C and D. Page 3 · Public Works Committee Minutes Februarv 28. 2005 C. RIGHT-OF-WAY USE PERMIT FOR PROJECT ACE Transportation Planner Welsh used a map and architectural drawings to orient the Committee members on Project Ace in regard to the developer's request for use of City right-of-way (ROW). The requested use of ROW consists of air rights over East Main Street for elevated portions of the building that hang over the City ROW, air rights over the alley between Main and 1st Street SW for a pedestrian bridge, and use of ROW on East Main Street in six locations where columns on the front of the building extend into the ROW by approximately 4" each. At this time, it is unknown as to whether or not the columns provide structural support or are for aesthetics. After reviewing the drawings and map with the Committee, and explaining the ROW issues, Mr. Welsh asked for the Committee's input in regard to the columns and whether or not the City should issue a ROW Use Permit or vacate the ROW. City Engineer Selle explained that the ROW Use Permits are issued for 5-year increments. The permits are reviewed on an annual basis for compliance with insurance requirements, and every five years, the permits are revisited and brought back to Committee for review, giving the City the ability to incorporate potential community issues or technological advances in the permit conditions. He also suggested that a lighting scheme for the overhang be included in the conditions of a ROW Use Permit. Chairman Wagner stated that he was not concerned about the aerial rights, but he preferred that the columns not extend into the right-of-way if they are not required, and that he preferred that the ROW not be vacated, even if the columns must be permanent fixtures. He also felt that if a review of the ROW Use Permit every five years was a problem for the developer, a longer period of time might be considered. Another issue discussed involved the potential shadow effect that the Main Street overhang may create. The Committee felt that a condition of permitting would be that the property owner will need to incorporate into the structure sufficient exterior lighting to assure the sidewalk below has adequate lighting. It was noted that the Planning and Community Development Committee would be reviewing the project, also. D. A STREET NW CORRIDOR Senior Engineer Helbig reviewed the proposed alignment for the A Street NW Corridor, using an aerial map to illustrate the alignment. He stated that estimated costs for the segment from 3fd to 14th Street are $7 million, while the costs from Main to 3fd Street are also in the millions due to the need to purchase right-of-way and re-align the road. Potential signal locations, increased separation from the railroad tracks, and informing affected property owners were also discussed. Following discussion, Chairman Wagner asked that staff have the City Attorney review the agreement with Multicare to ascertain what half street requirements are secured in the terms of the agreement. E. 30-FOOT EXTENSION TO PIERCE COUNTY SEWER FRANCHISE AGREEMENT TO SERVE FAIRWEATHER COVE Utilities Engineer Huskey used a map to show the existing Pierce County franchise boundary and the location of the Fairweather Cove development. He stated that the City of Bonney Lake does not have a Pierce County franchise in this area, and that it would be quicker for Auburn to obtain a franchise amendment than for Bonney Lake to obtain a new franchise for this area. The developer is ready to begin construction and just needs a permit. Page 4 · Public Works Committee Minutes Februarv 28. 2005 The Committee agreed to allow the Sewer Utility to apply for the franchise amendment so long as the developer covered any Pierce County fees. F. CAPITAL PROJECT STATUS REPORT The Committee briefly discussed the following projects: #9. Proiect No. C1 014. Auburn Wav South Safetv Improvements - Assistant City Engineer Gaub explained that WSDOT approval is pending due to a change in the signal reconfiguration to move it out of the right-of-way. The change requires a permit, final review of the specifications, and approval from the State. She noted that the more time-critical issue on this project is the right-of-way. #12. Proiect No. C1006. 3"' & Cross Street Improvements - In response to a question from Chairman Wagner, Assistant City Engineer Gaub stated that of the six properties, the Shell Station is the only one for which an offer has not been made. A design change was made to lessen the impact on the property, causing the appraisal to take longer than usual to be completed. She noted that the City is close to making an offer on the property. In response to a question from Councilmember Cerino, Assistant City Engineer Gaub briefly described the status of the mediation with U-Haul, related to Project No. C1 014, Auburn Way South Safety Improvements. Senior Engineer Helbig pointed out that a new sheet is now included in the Capital Project Spreadsheet to show the status of the Save Our Streets (SOS) projects. He also informed the Committee that C Street SW will be closed to through traffic beginning March 7; however, there will still be access for local traffic. He reported that the Contract A roadway will be operational April 1 to accommodate Safeway, but clean up and punch list items will place the project completion in May. V. OTHER DISCUSSION Chairman Wagner announced that Member Thordarson would be unable to attend the Public Works Committee meeting scheduled for March 14. It was noted that a number of transportation issues and project awards will be on the agenda for that meeting. Discussion was held on whether or not to have a substitute for Member Thordarson. Because so many of the issues at that meeting will be ongoing items that have been previously discussed at length, it was the consensus of the Committee not to schedule a substitute. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:03 p.m. Submitted by Pam Miller, Administrative Services Supervisor. Approved by the Public Works Committee on -4~ j ", 02.CJ 05 File: 17 (17.2) Page 5