HomeMy WebLinkAbout12-12-2005
CITY OF AUBURN
PUBLIC WORKS COMMITTEE
December 12,2005
MINUTES
I. CALL TO ORDER
Chairman Rich Wagner called the meeting to order at 3:30 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 Bill Peloza, and Member Roger
Thordarson. Also present during the meeting were: Mayor Peter B. Lewis, 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, Traffic Engineer Laura
Philpot, Project Engineer Robert Lee, Administrative Services Supervisor Pam Miller, Storm
Drainage Engineer Tim Carlaw, Transportation Planner Joe Welsh, Street Systems Engineer Seth
Wickstrom, Finance Director Shelley Coleman, Financial Planning Manager Dawna Truman,
Assistant Fire Chief Mike Gerber, Police Chief Jim Kelly, IS Director Lorrie Rempher, John Rottle of
the Auburn Downtown Association (ADA), Debbie Luce of the Auburn Downtown Association,
Kathy Moitoret of the Home Plate Pub, and Secretary Megan Robel.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES
Administrative Services Supervisor Miller explained the minutes process to the Committee.
Because minutes cannot normally get through the process before late the Wednesday after the
meeting, it will be very difficult to get the Councilmember's edits into the copy that goes in the
Council packets for their meeting on the following Monday. Council member Peloza asked that the
minutes be stamped as draft when they are put in the Council packets because they are still
unapproved by the Public Works Committee.
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee approve
the Public Works Committee minutes for November 28, 2005. Motion carried.
B. APPROVE RIGHT-OF-WAY USE PERMIT 05-22 FOR THE HOME PLATE PUB
Transportation Planner Welsh presented the application for this right-of-way use permit. He
addressed the concerns of the ADA and City staff regarding the permanent use of the right-of-way
and the footings for the fence. The applicant, Ms. Moitoret, explained that the height of the fence is
intended to keep passersby from seeing diners who may be drinking alcohol. She clarified the
access to the fenced area would be from inside the pub, and she would make the area look nice
and discourage people from hanging out there.
The Committee raised concerns about the utilization of a permanent fence in the public right-of-
way, and the compatibility of the proposal with the use of the area for public activities such as the
Santa house, Auburn Good 01' Days, concerts, or a farmers market in the future. ADA president,
Mr. Rottle, expressed their appreciation for improvements made to the Home Plate Pub by the
applicant. He stated his concerns about the permanence of the area and it conflicting with the
vision for that area. He thinks it should be shorter term or temporary so that changes can be made
in the future to accommodate other uses of the plaza
The Committee asked that Ms. Moitoret seek out other options for an application that would include
a temporary fence and a flexible use of the right-of-way that would insure compatibility with other
Public Works Committee Minutes
December 12. 2005
public use of the plaza as well as refrain from serving alcoholic beverages but rather emphasize
food & soft drinks. They also expressed their appreciation for her work in cleaning up the Home
Plate Pub. Councilmember Peloza raised concerns regarding the recent State Legislative smoking
ban in and around business/public places particularly, the distance from the business
establishment, i.e. 25 feet.
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee table
right-of-way use permit 05-22 until a future meeting when more details and changes can be
brought before the committee. Motion carried.
C. APPROVE ANNUAL ON-CALL CONSULTANT AGREEMENTS
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee
recommend Council approve the Annual On-Call Consultant Agreements for 2006. Motion carried.
D. PERMISSION TO ENTER CONSULTANT AGREEMENT NO. AG-C-255 WITH INCA
ENGINEERS FOR WORK RELATED TO PROJECT NO. C207A, A STREET NW EXTENSION
Senior Project Engineer Helbig explained the scope of the Phase 1 project which includes the
design of the corridor from 3,d Street NW to 14th Street NW, environmental permitting, and wetland
mitigation work. Construction will only be completed on a portion (3,d NW to 6th NW) of the corridor
at this time due to funding. However, the rest of the road will be completed when funds are
available.
Chairman Wagner expressed concerns that the Phase 2 portion of the corridor from 151 Street NW
to 3,d Street NW should be completed prior to, or concurrent with the construction of the portion
from 3,d Street NW to 6th Street NW to insure a functional intersection at 3,d Street NW and A Street
NW. Staff explained that the City has already completed some predesign work for this area to
determine the corridor alignment and feasibility. The grant funds received to date are specifically
for the Phase 1 project and cannot be used for anything beyond that scope, the City wants to
spend the grant money it has already acquired so that it can justify requesting more funds, as well
as open the corridor up to the Gates Company as soon as practical. In addition, the longer the City
waits to start the project, the more expensive it will be. Because this is a new roadway, if
operational concerns exist once construction is complete the City controls the right-of-way and
access to the right-of-way and has the ability to defer opening the road to traffic until the issues are
adequately addressed. Therefore, staff recommends that the project move forward and the
consultant agreement be authorized.
The Committee also discussed the MultiCare right-of-way agreement. Chairman Wagner wants to
ensure that the City enacts regulations to insure that the City will get reimbursed from MultiCare
should they choose to have direct access from their property to B Street NW in the future.
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee
recommend Council authorize consultant agreement No. AG-C-255 with INCA Engineers. Motion
carried.
E. INITIATE PROJECT NO. C523A 2006 STORM POND RETROFIT PROGRAM
Storm Drainage Engineer Carlaw described the project and the two storm ponds that will be
retrofitted next year. He explained to the Committee how the sites are selected. The two projects
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December 12. 2005
for next year were chosen based on access and maintenance issues as well as choosing two that
would fit within the budget allocated.
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee approve
the initiation of Project No. C523A, 2006 Storm Pond Retrofit Program. Motion carried.
F. INITIATE PROJECT NO. C524A SCADA SYSTEM IMPROVEMENT
Utilities Engineer Huskey described the purpose of the project and the need for coordination with
other City departments for various aspects of the project. The completed plan we would task the
consultant to provide would allow the City to pick and choose portions of the project to apply for
grants depending on what the criteria for grant funding are each year.
After discussion it was moved by Member Thordarson, seconded by Member Peloza, that the
Committee approve the initiation of Project No. C524A, SCADA System Improvement. Motion
carried.
G. AWARD CONTRACT 05-09, PROJECT NO. C505A, 2005 PAVEMENT PRESERVATION-
AUBURN/BLACK DIAMOND ROAD, TO THE LOWEST RESPONSIBLE BIDDER
Director Dowdy briefed the committee that Miles Sand and Gravel is not in favor of paying for
flagging and intersection lighting at 12th and M Street SE based on the proposal the City made.
They are working with the apparent low bidder to work out a proposal for the City, which Director
Dowdy told them the City would have to review before any decisions could be made about them
using the road during construction. The road cannot wait any longer to be fixed because it would be
damaged further, which would likely increase the costs to rehabilitate the roadway. Mayor Lewis
suggested that Miles could use certified flaggers rather than off-duty police officers, which would be
less expensive.
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee
recommend Council award Contract 05-09, Project C505A, 2005 Pavement Preservation -
Auburn/Black Diamond Road. Motion carried.
H. APPROVE FINAL PAY ESTIMATE #4 TO CONTRACT 05-19 WITH ICON MATERIALS, AND
ACCEPT CONSTRUCTION OF PROJECT NO. C502C, CITYWIDE ASPHALT OVERLAYS,
NON-CLASSIFIED STREETS
It was moved by Member Thordarson, seconded by Member Peloza, that the Committee
recommend Council approve Final Pay Estimate NO.4 to Contract 05-19, and accept construction
of Project No. C502C. Motion carried.
III. ISSUES
NONE
IV. DISCUSSION AND INFORMATION
A. BRIEFING ON CARTEGRAPH THREE YEAR IMPLEMENTATION PLAN
The City will be implementing an automated work order processing system. There will be web
access for an unlimited number of users to enter work orders and 5 people would have access to
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December 12. 2005
route the work orders. This system will incorporate maintenance schedules and send notifications
when maintenance is overdue. The first phase will have the facilities module so staff can start
working with it and get used to the system before more modules are added. This will also allow
staff time to determine if the City should purchase prepackaged modules or create their own that
will meet their needs better. Phase 1 includes work order entry while actual utilities information
storage is part of phase 2. The cost is being split proportionately based on where the work orders
are currently generated i.e. streets, storm, water, and sewer.
Director Dowdy explained the current process for dealing with customer requests for service. It is
very time consuming because it is manual and requires physical distribution of the information like
sending the request through the mail or handing it off to someone. Chairman Wagner expects that
the data that is put into the system is accurate and useful.
Council member Peloza asked how long it would take for the program to pay for itself, but it is
difficult to determine that because it is based on reduced staff time doing paperwork, increased
productivity, increased accountability, and better customer service. Director Dowdy emphasized
one significant advantage this particular product offers over other competitors in that Cartegraph
will grant the City the right to modify the software as necessary to obtain a more tailored product
that fits our business model as it changes over time. This will allow the city within its license to
avoid future costs related to product tailoring.
The Platinum maintenance agreement allows the City to receive full upgrades and support. IS
Director Rempher will look into getting help manuals. Requestpartner, a web based solutions
company, will host and maintain the web server and citizen request entry forms as part of the
agreement at a cost of $7200 per year, which is much less than it would cost for the City to buy
their own servers and hire staff to host the program. The work order management and data
solutions will be installed on existing City equipment. The City's database manager will help
customize this program. The City will receive a $25,000 grant as an incentive if the agreement is
signed by December 31, 2005.
B. 2005 BUDGET AMENDMENT NO.3 - ORDINANCE NO. 5969
The Committee had no questions.
C. FIRE IMPACT FEES (REFER TO HENDERSON & YOUNG REPORT DATED FEBRUARY 16,
2005 ENTITLED IMPACT FEES FOR FIRE PROTECTION FACILITIES IN AUBURN)
Finance Director Coleman explained that the fire impact fees are based on the Henderson & Young
report that was completed in February and used 2004 data. Costs were determined using
complicated formulas and data like land use and the number of EMS and fire calls. The money the
City receives has to be used for specific things outlined in the capital plan.
The Henderson & Young report should be updated periodically, but the current information is still
applicable. Chairman Wagner asked that the data for publiC buildings be double-checked to ensure
that it is right. He also asked if some of the categories could be further broken down, and he wants
the apparatus components per capita costs explained. Assistant Fire Chief Gerber will get the data
and look it over to see if this is possible. The Committee is comfortable with a 20 or 25% credit.
The Committee asked that the draft ordinance be forwarded to them prior to the Council meeting
next week so they can read it thoroughly. The City will be able to make changes to the fees in the
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December 12. 2005
future if necessary. The ordinance does not apply to any current or past applications only to new
applications.
D. PROJECT ACE PHASE II CONSTRUCTION
City Engineer Selle explained the construction of project ACE Phase II would have an impact on
pedestrian safety along Division, Main, and A Street SE adjacent to the project frontage. The City
could either close the area off to pedestrian traffic during construction or have the contractor build a
pedestrian tunnel. In either case, the adjacent on-street parking would need to be prohibited during
construction. The Committee believes it would be best to close the sidewalk with adequate detour
signing. City Engineer Selle informed the Committee that the ADA would be notified of the City's
intent to close the sidewalk during construction. The Committee also indicated that staging of any
construction equipment should not occur on A Street SE.
E. PUBLIC WORKS GRANTS STATUS
The Committee reviewed the grants status matrix and made suggestions for making it more
understandable including adding item numbers and a glossary. There are not a lot of grants
available for utilities. The Committee asked that the matrix and glossary be included in the agenda
packets for the Committee to review.
F. CAPITAL PROJECT STATUS REPORT
Item 7. MS797. City Channelization Proiect: The outstanding portions of the project are mainly the
thermoplastic pavement markings that are dependant on weather conditions.
Item 10. C1014. Auburn Way South Safety Improvements: The signal poles are currently
anticipated to arrive by the end of January. The Committee asked about the availability of signal
parts for any of the City's projects. Staff explained that the mast arms and poles are site specific
fabrications which take time to construct. The controllers are not customized and are less difficult to
get.
Item 14, C307B, CityWide ITS Improvements Proiect - Phase 1B: The Public Works Trust Fund
loan was denied, and the Committee asked what the next step is. Director Dowdy explained that
the Public Works Trust Fund (PWTF) awarded an additional $17 million last week, which included
the City's Auburn Way South Sewer project. Currently, the City has applied for a pre-construction
loan from PWTF for the ITS project and will find out in January if we are successful. He mentioned
that our Legislators need to be encouraged to put the trust fund money that they used for other
programs back in the trust fund.
Item 25. C504A. R Street SE Utilitv Improvements: The M Street portion of the Auburn Way South
Sewer project has been included with this project due to the overlap of project limits.
Item 26. C512A. Emerqencv Power Generators: There is no estimated schedule at this time.
OTHER ISSUES
Councilmember Peloza mentioned that the Wesley Homes project at 320th and 11 Oth has mud in
the roadway. Assistant City Engineer Gaub will have staff address the issue with the contractor.
The access tracts, private streets, and landscape strips issues will be on the Council of the Whole
agenda in January.
The Committee requested better copies of the exhibits that go with the Bonney Lake agreement
Resolution 2925. Council member Wagner would like the maps in color for Exhibits A and B.
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December 12,2005
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjourned at 6:02 p.m.
Submitted by Megan Robel, Secretary.
Approved by the Public Works Committee on J cu".\A",...rl-<.-~ '11 2DlOlt,
File: 17 (17.2)
REF. H:\PWCAgendaMinutes/121205Minutes
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