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HomeMy WebLinkAbout03-27-2006 CITY OF AUBURN PUBLIC WORKS COMMITTEE March 27, 2006 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:00 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, Vice-Chair Roger Thordarson, and Member Bill Peloza. 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, Transportation Planner Joe Welsh, Traffic Operations Engineer Ryan Johnstone, Project Engineer Leah Dunsdon, Transportation Planner/Grants Manager Tiffin Goodman, Water Utility Engineer Tim Osborne, Project Engineer Robert Lee, Sewer Utility Engineer Jeff Roscoe, Development Services Coordinator Steve Pilcher, Fiscal Services Manager Craig Violante, Secretary Megan Robel, Bob Scarsella representing TTI, and Jerry Trudeau representing Miles Sand & Gravel II. CONSENT AGENDA A. APPROVE MINUTES FROM MARCH 10,2006 MEETING It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for March 10, 2006. Motion carried. B. SURPLUS VEHICLE It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve surplus of the vehicle. Motion carried. C. APPROVE RIGHT-OF-WAY USE PERMIT 06-12 FOR SCARSELLA BROTHERS 3RD RUNWAY PROJECT The Committee reviewed the section of ACC Chapter 9.90.010 authorizing the City to regulate hauling activities of this nature. Staff explained to the Committee that the Auburn Black Diamond Road was reconstructed with concrete pavement to address truck traffic and that the proposed hauling activities would not likely have an impact on the pavement. Staff did request that a performance bond be required to address potential impacts to the roadway shoulders, channelization, and keeping the roadway clear of gravel. There was also some discussion with the applicant and staff regarding potential impacts associated with noise from loading and hauling activities. When asked by the committee to describe how the hauling impacts would be mitigated, Bob Scarsella briefed the committee on the method of loading and weighing trucks to assure they meet State Highway safety standards. He also spoke about the additional techniques the company would employ to keep the roads clean of debris and spoils and to assure that loadings and hauling operations do comply with the City's noise ordinance. He assured the committee that if necessary he would change the hauling to daytime hours, but he would prefer to haul during off peak night hours as proposed. The Committee felt that the $10,000 bond was too low, and that $50,000 would be more appropriate. Public Works Committee Minutes March 27. 2006 Condition 7 of the right-of-way use permit was amended to read that if noise issues arise, the permit would be returned to the Committee for reconsideration. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit 06-12. Motion carried. D. APPROVE AMENDMENT NO.1 TO CONSULTANT AGREEMENT NO. AG-C-221 WITH AHBL, INC. It is intended that with this change order there will be enough money on the contract to cover expenditures with this consultant for this year and the maximum contract amount is $100,000. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Amendment No.1 to Consultant Agreement No. AG-C-221 with AHBL, Inc. Motion carried. E. INITIATE PROJECT NO. CP0627, 2006 PEDESTRIAN CROSSING IMPROVEMENTS The project locations have been selected based on criteria from the Council. With the initiation of the project, design work will begin to determine the most effective treatment. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the initiation of Project No. CP0627, 2006 Pedestrian Crossing Improvements. Motion carried. F. APPROVE CHANGE ORDER NO. 11N THE AMOUNT OF $3,197.98 TO CONTRACT 05-22 WITH ROAD RUNNER STRIPING INC. FOR WORK ON PROJECT NO. MS797, 2005 CITYWIDE CHANNELIZATION PROJECT This contract is almost complete except for a couple of areas in the Terminal Park neighborhood. The annual striping contract for 2006 is anticipated to begin construction in June. Member Peloza mentioned the area on 320th in front of Wesley Homes and the need to refresh the stripping. Engineer Gaub indicated that the developer has stripping work to do on 320th and they are not done with construction yet. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Change Order NO.1 to Contract 05-22. Motion carried. G. APPROVE CHANGE ORDER NO. 21N THE AMOUNT OF $17,131.65 TO CONTRACT 05-27 WITH HOKKAIDO DRILLING, INC. FOR WORK ON PROJECT NO. C519A, WELL 2 REPACKING This project should be complete by mid-April. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Change Order NO.2 to Contract 05-27. Motion carried. III. ISSUES NONE Page 2 Public Works Committee Minutes March 27. 2006 IV. DISCUSSION AND INFORMATION A. ORDINANCE NO. 6006, AMENDING TITLE 17 OF THE AUBURN CITY CODE, RELATED TO SHORT SUBDIVISION AND LOT LINE ADJUSTMENT SUBMITTAL REQUIREMENTS AND REVIEW PROCESSES Development Services Coordinator Pilcher explained the purpose of the ordinance is to make Auburn's process more consistent with what other jurisdictions do. Currently, short plats are submitted on letter size paper, and the City wants the final drawings to be submitted on 18x24 inch Mylar. An additional change will be that each lot of the short plat will not have an individual legal description; instead they are given a lot number of the short plat, which is recorded at the County Assessor. The Committee reviewed the ordinance and made suggestions for changing wording from "may be required" to "will be required" and to include storm drainage utility requirements where appropriate. Member Peloza asked if the City would realize any cost savings. There will be some minor savings in staff time and likely greater savings to the applicant. B. UNBILLED UTILITY ACCOUNTS Fiscal Services Manager Violante told the Committee that during an internal audit accounting discovered that they are not billing all utility accounts. These are areas where the City does not provide water, but does provide sewer and storm services. There are about 170 accounts that are affected. The City's portion of the unbilled accounts is about $94,000 and Metro's portion is about $90,000, but Finance thinks it will cost almost $120,000 to collect this amount. The City policy states that the customers would have as many months to pay the bill as it took to bill them. For example, if the City did not bill for seven months, then the customer would have seven months to pay the bill. The City's utility billing system is not capable of amortizing additional bills over time; staff would have to manually process the invoices every month, which leads to a major part of the cost. Also, the City would have to research who owned the property over the period that was not billed, and would have to put liens on the property for the money owed. Staff believes it is in the City's best interest to not try to collect this money. By law, the City is allowed to not bill if it will cost more to collect than they will get. However, King County Metro fees cannot be written off without their permission. The City is trying to work out an agreement with King County Metro to avoid collecting their portion because it will cost too much. The City will send out letters notifying customers of the new bills they will be receiving. C. SEWER RATES Utilities Engineer Huskey gave the Committee a report regarding sewer rates. The assumptions to create new rate scenarios included keeping the growth of the system at about 2% per year and the growth of expenses at about 4% per year excluding personnel needs. Of the approximately $12 million of revenue the City collects, approximately $9 million is passed through to King County Waste Treatment Division. For this reason, the King County charges are not considered in the analysis. At current Levels of Service (LOS), it is currently taking 5 years to clean the entire system and 6 years to TV inspect the system. The six year CIP in the sewer comprehensive plan included over $20 million of expenses over a 6 year period. It did not make considerations for providing sewer to unsewered areas or needed improvements to the older sewer pumping stations. No additional bonds or loans are recommended by staff at this time due to the two Public Works Trust Fund (PWTF) loans the City has been awarded. Chairman Wagner thinks there should be a line item of about $200,000 annually for providing sewer systems in the unsewered areas. Page 3 Public Works Committee Minutes March 27.2006 The handout included scenarios showing the current 2% revenue growth rate, a 3% revenue increase on top of that, and a 5% revenue increase. This analysis is different than the analysis that will be presented for the Council retreat. The sewer utility has projected operating expenses that exceed the operation income, but has a large working capital balance. Based on the scenarios, a 5% revenue increase is the lowest that will allow the projected operating income to exceed the projected operating expenses. The Committee would like to see 6 and 7% revenue increase scenarios as read-ahead for a future meeting. D. GRANTS STATUS UPDATE Item 5. West Main Street: The money for this project is coming from STP funds reprogrammed from the Auburn Way North project, as well as other federal funds and the City's match. Item 13, A Street NE Sidewalk Completion: Member Peloza got a call from a citizen about sidewalk activity on West Main Street. The sidewalks are being redone as part of the West Main Street project. Item 23. Auburn Way Corridor (4th Street NE to 4th Street SE) - Pedestrian Crossinq (C409A): This project needs to be looked at more closely to determine what the ROW needs are and how the project can be phased for the grant application. Item 25. Auburn Way South - Center turn lane extension to Academy Drive: This is a new application staff is developing which will compete in the TEA 21 Regional Competition. Item 26. Downtown Drainaqe Water Quality Facility: In consultant selection right now, and mailed out RFP last week. The City owns the property, and will try to make the facility look nice with landscaping and other features. E. WEST VALLEY HIGHWAY PEDESTRIAN FACILITIES BRIEFING Project Engineer Lee updated the Committee on this project. It is currently waiting on the Corps of Engineers approval and is a low priority for them. The permit is not expected until later in the spring and then the City can apply for the permit from the Department of Ecology, which has about a 90 day turn around. The project includes the construction of a pedestrian trail 10 feet wide from Peasley Canyon Road to 15th Street SW along the City's property and the completion of sidewalk or asphalt pedestrian path from 15th St. south to the City limits Part of this area will be completed by a developer as part of their half street improvements. There will be access for pedestrians to the park and ride through the signalized intersection's crosswalks. Due to the delay in the permitting for the project, it is not likely that construction will begin this year. F. A STREET SE / BNSF PEDESTRIAN UNDERPASS BRIEFING Project Engineer Dunsdon explained to the Committee that the consultant has completed the 30% design and the bridges for BNSF's tracks are under review by BNSF. Staff is currently negotiating the scope and budget with the consultant for the final design work. Final design is anticipated to be done by early next year. The Committee reviewed the preliminary design which includes a tunnel underneath A Street SE and a bridge for the BNSF tracks. This allows for open space and shortens the tunnel length to about 75 feet which was preferred by the citizens involved in the original state study and by BNSF. There is ramp and stair access to the trail at either end. Chairman Wagner asked about draining ground water. The specific design of this system will be part of the final design work. The City will likely need to acquire ROW at the trailer park in the next phase. The total project cost is anticipated to be $3 million. G. TERMINAL PARK NEIGHBORHOOD IMPROVEMENTS BRIEFING Page 4 Public Works Committee Minutes March 27.2006 This project is a result of the Terminal Park neighborhood study and includes the completion of new sidewalk, curb, gutter, and storm drainage on C Street SE between 1 ih and 14th Streets SE and on 10th Street SE along the Terminal Park Elementary School. The work has also been revised to include the construction of waterlines to complete loop systems in the area. Staff is planning to advertise at the end of April and construct during the school summer vacation. Due to the amount of utility work, the project will also include new roadway surfaces in both locations. Street lighting was previously completed with the addition of new lights on PSE poles per the Committee direction last year. H. PSRC SELECTION CRITERIA FOR FEDERAL FUNDING BRIEFING Director Dowdy explained the packet to the Committee, which includes a proposal for the countywide process, and described how the projects will be moved through the process. There is a lot of staff work and numerous meetings involved. STP funds can only be used for road projects while CMAQ money is used for air quality and transit projects. The City's projects usually fall under the STP funds. There is $54 million available in the regional fund and $36.95 million available in the King County countywide fund, $6.61 million of which is dedicated to non-motorized projects. The City will likely submit 5 project applications for funding, one for the regional competition, three for the King County countywide competition, and one for the Pierce County countywide competition. I. CAPITAL PROJECT STATUS REPORT Item 8. C510A. 37th Street SE Infiltration Facility: Some residents at the M Street SE meeting last week wanted to know what it will look like. Staff will contact residents in the area to provide information of the project plans. Item 6. C205A. Kersey Way-Oravetz Road Traffic Siqnal: The signal will not likely be turned on for another couple of weeks as the controller is currently being tested. Item 24. C524A. SCADA System Improvement: The first construction contract will likely begin in the first quarter of 2007. A study and design consultant selection will occur in the May-June timeframe. Item 28. C421A. M Street Reconstruction: Chairman Wagner is concerned that the residents have not been given enough time to decide on the LID issue. This will be the only opportunity for the residents to get the power underground at only 40% of the cost because PSE will pay the other 60%, and the sidewalks can be done at only 50% of the cost because the Council has agreed to pay the other 50%. Item 31. North Lake Tapps Utility Service Area Studies: The consultant has done preliminary work for phases 2 and 3, but is concentrating on phase 1. V.ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:09 p.m. Submitted by Megan Robel, Secretary. Approved by the Public Works Committee on ----CL~,>II 10 ~ '2DO(p. File: 17 (17.2) REF. H:\PWCAgendaMinutes/032706Minutes Page 5