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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 Page 2 Public Works Committee Minutes 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 Page 3 Public Works Committee Minutes 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 Page 4 Public Works Committee Minutes 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. Page 5 Public Works Committee Minutes 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 Page 6