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.
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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.
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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.
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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)
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