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HomeMy WebLinkAbout04-10-2006 . ( CITY OF AUBURN PUBLIC WORKS COMMITTEE April 10, 2006 MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 4:00 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, Traffic Engineer Laura Philpot, Maintenance and Operations Manager Randy Bailey, Water Quality Program Coordinator Chris Thorn, Transportation Planner Joe Welsh, Project Engineer Brian Coleman, Project Engineer Leah Dunsdon, Street Systems Engineer Seth Wickstrom, Sewer Utility Engineer Jeff Roscoe, Community Development Administrator David Osaki, Planner Stacey Borland, Environmental Protection Manager Aaron Nix, Assistant City Attorney Stephen King, Office Assistant Tina Wood, and Secretary Megan Robel. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for March 27,2006. Motion carried. B. SURPLUS It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve surplus of the items. Motion carried. C. APPROVE RIGHT-OF-WAY USE PERMIT 05-49 FOR TIME OIL COMPANY NEAR 415 AUBURN WAY NORTH The Committee asked about the traffic plan for checking the wells, which would take about an hour. Transportation Planner Welsh explained that there would be full traffic control. The purpose of the well checks is to determine if there has been any leakage from the underground gas tanks at the former gas station. Vice-Chair Thordarson mentioned that he would like Time Oil to inform the City of their plans for the site. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit 05-49 subject to Time Oil informing the City of their plans for the site. Motion carried. D. APPROVE CONSULTANT AGREEMENT NO. AG-C-278 WITH NORTHWEST LAND AND WATER INC FOR WORK ON WATER RIGHTS INVESTIGATION Utilities Engineer Huskey told the Committee that this is enough money to do the work currently planned. The contract runs out at the end of the year, and this work is in preparation for a meeting with the Department of Ecology meeting. , Public Works Committee Minutes April 10. 2006 It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council authorize consultant agreement No. AG-C-278 with Northwest Land and Water Inc. Motion carried. E. INITIATE PROJECT NO. C327B, GREEN RIVER ROAD WATER UTILITY IMPROVEMENTS This is part of the Golf Course Clubhouse improvement which will be extending a 12-inch water main from an existing 16-inch waterline and adding a couple of fire hydrants along the frontage of the Golf Course in Green River Road. In addition, an 8-inch water line will be extended from the road into the Golf Course to serve the Clubhouse. The model of the water facilities show that the water flow is not adequate for fire protection if a smaller diameter pipe is used. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the initiation of Project No. C327B, Green River Road Utility Improvements. Motion carried. F. INITIATE PROJECT NO. C525A, 2006 SOS WATERLINE IMPROVEMENTS It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the initiation of Project No. C525A, 2006 SOS Waterline Improvements. Motion carried. G. INITIATE PROJECT NO. CP0601, C STREET NW RECONSTRUCTION The Committee asked staff to coordinate construction with adjacent properties and in particular with Del's Farm Supply. Project Engineer Dunsdon informed the Committee that there is only minor storm drainage work associated with the collection of street drainage in the project. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve the initiation of Project No. CP0601, C Street NW Reconstruction. Motion carried. H. AWARD CONTRACT NO. 06-02, PROJECT NO. C526A, SE 320TH STREET WATER METER AND VAULT REPLACEMENT TO THE LOWEST RESPONSIBLE BIDDER Staff informed the Committee that the three market bids submitted were more reflective of the actual project cost than the engineers estimate and that there are adequate funds budgeted to cover the increased cost. The City is obligated to complete the work in conformance with the King County water franchise agreement. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council award Contract No. 06-02 to VLS Construction Company, Inc. Motion carried. I. AWARD CONTRACT NO. 04-15, PROJECT NO. PR529F, A STREET LOOP TO RW SCOTT CONSTRUCTION ON THEIR LOW BID OF $517,319.00 PLUS WA STATE SALES TAX OF $2,400.64 FOR A TOTAL CONTRACT PRICE OF $519,719.64 Work is expected to start in May and be complete by September. Staff is currently completing the paperwork to obligate the other $150,000 in federal funds, but this is not needed to start construction work on the project as this is already a federally-eligible project. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council award Contract No. 04-15 to RW Scott Construction. Motion carried. Page 2 Public Works Committee Minutes April 10. 2006 III. ISSUES A. ORDINANCE NO. 6015 AMENDING AUBURN CITY CODE SECTION 13.48.230 ENTITLED "CONNECTIONS" FOR THE PURPOSE OF EXTENDING THE EXEMPTION FOR NONCONFORMING CONNECTIONS IN THE DOWNTOWN PLAN STUDY AREA This exemption is intended to encourage new development and redevelopment in the downtown area by exempting parcels in the Downtown Plan Area from certain storm drainage improvements. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend that Council adopt Ordinance No. 6015. Motion carried. B. RESOLUTION NO. 4008 TERMINATE LAKEHAVEN UTILITY DISTRICT/AUBURN EMERGENCY INTERTIE NO.2 AGREEMENT The service area boundary was recently changed making it impossible for the existing Intertie to supply the City water. Eventually, there will be an intertie on 15th Street NE. Useable materials will be salvaged and reused. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend that Council adopt Resolution No. 4008. Motion carried. IV. DISCUSSION AND INFORMATION A. AMENDMENT TO AGREEMENT BETWEEN THE CITY OF AUBURN AND EIGHTH STREET PARTNERS LLC Planner Borland explained the purpose of the agreement, which is to reduce the greenbelt to expand the dental practice adjacent to it. The current buffer exceeds any code requirements, and staff recommends that it be reduced. The Committee is in favor of this recommendation. B. RESOLUTION NO. 6014 DESIGNATING THE CITY OF AUBURN REPRESENTATIVES TO SERVE ON KING COUNTY'S METROPOLITAN WATER POLLUTION ABATEMENT ADVISORY COMMITTEE AS THE ELECTED COUNCILMEMBER ASSIGNED TO THIS COMMITTEE AND THE SANITARY SEWER ENGINEER State law says that the City Council can delegate the authority to name who sits on the Metropolitan Water Pollution Abatement Committee to the Public Works Committee. Staff will prepare the resolution accordingly. This does not need to come back to the Committee before going to Council for approval. C. CLEARWIRE LEASE AGREEMENT The City will get an annual fee for the lease and 25 free accounts. Any additional accounts can be added for $25 per month deduction in the lease rate. The site lease agreement is standard for this type of lease with a few minor changes, and is based on City a leases with Cingular and Voicestream. Clearwire will remove the Metricom equipment and install their own. There is not a large visual impact. Access to the site is by an easement. There is no specified limitation for them to access their equipment, but they will not be accessing the site very often after the facilities are constructed. They do not have access to the reservoir site unless they have permission and are supervised. Noise should not be an issue as they are subject to the noise ordinance. The Committee is satisfied with the agreement. Page 3 , , Public Works Committee Minutes April 10. 2006 D. CITYWIDE SIDEWALK IMPROVEMENT PROGRAM The project will include fixing sidewalk areas that citizens have complained about and risky areas where people could be injured. The City will be replacing existing sidewalk only and not filling in missing portions. The Committee asked about tree pruning and root issues. City staff does go through and trim the trees every year, but they depend on calls from citizens to tell them where the problem areas are. The usual process for pruning problem trees is that the City brings the issue to the attention of the homeowner to fix. If it is not fixed in a certain amount of time, then City staff does the pruning. Tree root problems will be handled separately as they may have to be brought to the tree board. Mayor Lewis will ask the tree board to look into this problem. E. KERSEY WAY SIGNAL POLE The delineation of the signal pole is not complete. The contractor will install reflective candles and a chevron sign to add extra warning of the island and signal. There will also be a new street light on the pole. Chairman Wagner asked staff to consider c-curbing on the fog line for more guidance for drivers. He also thinks the left turn queue is too short especially for the gravel trucks, and that a north-bound right turn lane should be added to the transportation plan as a future project. Traffic Engineer Philpot said they are looking into other areas to add the reflective candles. It is usually used where c-curbing is installed. They will be adding the reflective candles to the Oravetz and Mill Pond intersection. F. POT HOLE PATCHING STANDARDS Maintenance and Operations Manager Bailey explained the common types of potholes, types of repair, and materials used for repairs. The asphalt cold mix called Easy Street is $100 per ton, but it can be applied in rain and lasts a very long time. Hot mix asphalt cannot be used in those conditions because it will not last, but it costs much less per ton than the Easy Street product. The cold mix patched potholes can sometimes last for years, but it really depends on a variety of factors. The difference in price for hot and cold mix is not significant. The supplier only makes one type of hot mix at a time, and if it is not the one the City needs, they have to go elsewhere or use what they can get, which leads to less than ideal patches. Normally if staff cannot get the appropriate mix from the plant, they will use cold mix. Staff keeps a list of areas where there are a lot of potholes in one area that will need to be more permanently fixed when weather conditions are more favorable. When asked why pothole repairs performed by the Street Crew vary considerably in quality of finished work as compared to the patching work performed last summer by the SOS contractor, staff explained that the work done by the contractor for the Save Our Streets projects last year was performed under favorable paving conditions. Whereas; potholes must be repaired under winter conditions that prevail in the interest of timeliness for preservation of street safety and to avoid unnecessary hazards that can lead to accidents & damages or claims. For the SOS project there were also a variety of patch techniques used that ranged from a full-depth rebuild to removal of the top asphalt surface and replacement with an overlay. The double chip seal has worked well for other agencies to keep the alligator cracking under control while other funding options are pursued and the 15th Street SW project will use this material this year. Page 4 " Public Works Committee Minutes April 1 O. 2006 The Committee asked that staff create an estimate of time and material costs for pothole repair so they can use that information for the next budget process. G. CAPITAL PROJECT STATUS REPORT Item 5. C1 014. Auburn Way South Safety Improvements: Islands are larger than normal because of the need to balance the new impervious surfaces with an equal amount of pervious area to reduce the need for water detention and quality treatment for the project. Item 15. MS793. Lakeland Hills Way/Mill Pond 3-Way Stop: Staff received a number of complaints the first few days, but no complaints recently. Chairman Wagner asked staff to see if they can evaluate if there is significant pass through traffic using Panorama to avoid stop signs on Lakeland Hills Way. Item 25. C524A, SCADA System Improvement: Request for Proposal will be sent out next week. The design will be complete by the end of the year, and construction will begin next year. The Committee would like dates added to the status report. Item 30. C421A, M Street Reconstruction: A letter will go out in the next couple of weeks regarding the LID. There will be plenty of time to form the LID because that work would not be done until next year. Staff is still evaluating how to install the storm drainage in the initial project. Item 31. SR-164 Corridor Study: Director Dowdy is waiting to talk to with the State's Project Manager about the draft report. WSDOT were planning to have a Corridor Work Group meeting once the report is distributed. OTHER ISSUES Member Peloza asked if the Inflow and Infiltration plan is acceptable as it was written in 2005 so he can vote on it. Sewer Utility Engineer Roscoe believes the plan is acceptable. Member Peloza received a request from a citizen asking that 41 st between A and D be re-striped. Vice-Chair Thordarson requested the status of the 4th NE sewer extension project LID. The process that staff was considering did not work under current state law. If the line is installed, people would have to pay a connection charge and the other charge. Staff is trying to determine how to proceed with the project. V.ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:37 p.m. Submitted by Megan Robel, Secretary. Approved by the Public Works Committee on ~ V (I L ~ /) "2 c~ File: 17 (17.2) REF. H:\PWCAgendaMinutes/041006Minutes Page 5