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HomeMy WebLinkAbout01-08-2007CITY OF ~. WASHINGTON I. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE January 8, 2007 APPROVED MINUTES Chairman Rich Wagner called the meeting to order at 2:30 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, 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, Utilities Engineer Dan Repp, Traffic Engineer Laura Philpot, Water Utility Engineer Ben Hennebert, Transportation Planner/Grants Manager Tiffin Goodman, Policeman Greg Wood, Finance Director Shelley Coleman, Utility & Accounting Service Manager Karen Jester, IS Director Lorrie Rempher, City Attorney Dan Heid, Engineering Aid Megan Robel, Secretary Kim Powell. 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 December 11, 2006. Motion carried. B. FINAL PAY ESTIMATE #5 TO CONTRACT 04-15 IN THE AMOUNT OF $31,535.98, FOR A TOTAL CONTRACT PRICE OF $565,201.27 WITH R.W. SCOTT CONSTRUCTION AND ACCEPT CONSTRUCTION OF PROJECT NO. PR529F, A STREET SW LOOP It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Final Pay Estimate #5, and accept construction of Project No. PR529F. Motion carried. III. ISSUES A. ORDINANCE NO. 6073 AMENDING CITY CODE RELATING TO SPEED LIMITS Chairman Wagner directed questions to City Attorney Mr. Heid in regards to the times that the lights would be flashing. Mr. Heid explained that the flashing lights are only one of three criteria that the City can use to prosecute. Traffic Engineer Philpot explained that the times were decided upon with the assistance of the schools' Principals. Member Peloza asked about before and after school activities and who controls the switch. Transportation Planner/Grants Manager Goodman explained that the City has control over the switch so that the lights can be changed at any time. Member Peloza asked about what happens on the weekend if the light is flashing and there are no children present. City Attorney Mr. Heid explained that there may be reasons that it is flashing that a citizen, when in doubt, should not exceed 20 MPH. It was moved by Vice-Chair Thordarson and seconded by Member Peloza that Ordinance No. 6073 be adopted. Motion carried. Public Works Committee Minutes January 8, 2007 APPROVED MINUTES B ORDINANCE NO. 6074 AMENDING CITY CODE RELATING TO ARTERIAUFUNCTIONAL CLASSIFICATION It was unanimous that no questions were needed to be opened for discussion. It was moved by Vice-Chair Thordarson and seconded by Member Peloza that Ordinance No. 6074 be adopted. Motion carried. C. ORDINANCE NO. 6075 AMENDING CITY CODE RELATING TO APPOINTMENT OF SCHOOL PATROL OFFICERS It was unanimous that no questions were needed to be opened for discussion. It was moved by Vice-Chair Thordarson and seconded by Member Peloza that Ordinance No. 6075 be adopted. Motion carried. D. RESOLUTION NO. 4137 RATIFYING AN EMERGENCY DECLARATION WITH RESPECT TO THE REPAIR OF A WATER MAIN AT 3RD AND "B" STREETS NE Member Peloza asked a question of Mr. Heid in regards to restitution to the City by the driver that inflicted the harm to the City. City Attorney Heid explained that this agenda bill was indicating the City's intent to seek restitution but that the courts decide upon it. It was moved by Vice-Chair Thordarson and seconded by Member Peloza that Resolution No. 4137 be adopted. Motion carried. IV. DISCUSSION AND INFORMATION A. RECOMMENDATION ON CONTRACT FOR SERVICES WITH MAPCON TO PROVIDE NEW AERIAL PHOTOGRAPHY IS Director Lorrie Rempher explained the service. Chairman Wagner asked several questions in regards to ownership. IS Director Lorrie Rempher explained that the City retains ownership. Member Peloza asked questions of City Attorney Heid in regards to "Continuation of Performance" and liquid damages. Discussion proceeded in regards to if Mapcon has problems getting our information from the sub-contractor. City Attorney Heid explained that the City is covered per the language in the contract. Member Peloza asked what the procedure is when using an offshore sub-contractor if the City were to be damaged. IS Director Lorrie Rempher explained how GIS is downloaded into our computer so that our information is never actually lost. City Attorney Heid further explained that if the City was damaged or harmed, that there is language in the contract that will allow us to terminate the contract and collect for those damages. Chairman Wagner asked about a particular area in the flight plan and if it would be a good idea to expand it. IS Director Lorrie Rempher explained that Kent also will be in that area so there will be a sharing of information. IS Director Lorrie Rempher further verified that there will be a resolution to follow and that funds for this project will be coming out of the Utility funds and the General Fund and 25% each. Page 2 Public Works Committee Minutes January 8 2007 APPROVED MINUTES UTILITY BILLING DISTRICT 4 SAMPLING RESULTS Chairman Wagner and Vice-Chair Thordarson agree with the recommendation. Member Peloza asked if there was going to be a general letter sent out to the public explaining that this matter has been taken care of now. Finance Director Shelly Coleman verified that there will be a positive letter mailed out. B. WATER EASEMENT RELINQUISHMENT FOR CHINOOK ELEMENTARY Water Utility Engineer Ben Hennebert handed out pictures of the proposed relinquishment and briefly explained that a couple of lines will be added and that the old ones will be abandoned. There was some brief discussion before the committee concurred. C. GRANT STATUS UPDATE Item 2. A Street NW Phase 1: Chairman Wagner expressed concerned about the wording of "Developer Contributed". The City owns this property and he wants a guarantee that if this property is ever used as an access by development, that the City needs to be paid for it. Item 3, A Street NW Phase 2: Chairman Wagner inquired as to when we are going to make submissions for grants. Transportation Planner/Grants Manager Tiffin Goodman explained the best options. Mayor Peter B. Lewis mentioned that when money is given out that the Federal agencies need to know what our top priorities are. Mayor Peter B. Lewis also mentioned that this is not in our top 10 priorities and that the grants are due in 2009. The Committee left this issue for Mayor Peter B. Lewis and Transportation Planner/Grants Manager Tiffin Goodman to take care of. Item 12, S 277th Street: Chairman Wagner asked what is CTED? Transportation Planner/Grants Manager Tiffin Goodman explained that it is "Community Trade and Economic Development". Item 14, Olympic Middle School: Member Peloza asked Transportation Planner/Grants Manager Tiffin Goodman to explain the status of the grant applications. Item 22, Auburn Way S Improvements-Engineering Phase: Chairman Wagner questioned the 1.25 million figure for the engineering phase. Transportation Planner/Grants Manager Tiffin Goodman explained that this is not the complete engineering phase but rather than for only 3 lanes and would allow the City to start preliminary engineering and environmental work to flush out any major issues. Item 25, Water Facility Security: Utilities Engineer Dan Repp explained the security measures and the involvement of Homeland Security. Mayor Peter B. Lewis verified that this is "in addition" to what we are already doing. D. SE MAIN NEIGHBORHOOD TRAFFIC CALMING BALLOT RESULTS Chairman Wagner and Transportation Planner/Grants Manager Tiffin Goodman discussed the traffic calming. Chairman Wagner suggested that several be eliminated and asked for a re-vote on J to see if a 40% favorable vote can be achieved or not. Transportation Planner/Grants Manager Tiffin Goodman discussed the option of installing temporary calming devices to give the neighborhood a sense of how they would operate before permanent facilities are installed. She was instructed that if we don't get the 40% to bring it back to committee for further discussion. She was also instructed to send letters out again along "J" Street to attempt to obtain a majority response. E. REVIEW COUNCIL'S DESIRE TO CREATE A CITIZEN'S TRANSPORTATION COMMITTEE City Engineer/Assistant Director Dennis Selle and Traffic Engineer Laura Philpot explained that we received applications for our Transportation Committee however; the City does not currently have a Transportation Committee. Vice-Chair Thordarson sees a need to consider the input of citizens concerning the system's inadequacy, but that the Council needs to assure the Citizen's Committee Page 3 Public Works Committee Minutes January 8 2007 APPROVED MINUTES does not take us off course on our primary priorities concerning the Council's Vision. Chairman Wagner stated that we may only need one meeting quarterly and to keep the committee to no more than seven people. Vice-Chair Thordarson suggested less meeting frequency due to the fact that staff is already very busy with council's priorities. Public Works Director Dennis Dowdy suggested that we try to form a Citizen's Committee only for the TIP review, which would give the Citizen's some initial idea of how much work would be involved for them to really understand the Street & Transit systems and see where it goes from there. The Committee consensus is that we need a process that requires minimal staff effort but allows meaningful citizen input and an avenue to advocate effectively for key city projects. The Mayor's office will work with Public works to start the process. F. SR 18 INTERCHANGE OPTIONS Public Works Director Dennis Dowdy reviewed the SR 18 handout for the future Interchange of SR 167 & SR 18 and the two semifinal options that model traffic flows the best for the future SR 167 when it is improved to an 8-lane freeway. The cloverleaf design in Option # 1 does not completely eliminate the weaving interference with the opposing ramps. Option #5 seems to be the best option although it will cost more due to the elevated flyovers that replace the opposing cloverleaf ramps. Vice -Chair Thordarson suggested that we also keep Option 1 still open due to cost. Public Works Director Dennis Dowdy said he will notify WSDOT that Option 5 is preferred but that the corridor report should recommend that Option #1 should be held as the preferred option in the event that the region cannot raise the funds needed for Option #5. There was general consensus on this recommendation. G. CAPITAL PROJECT STATUS REPORT Item 6, C1014, Auburn Wav S. Safety Improvements: Chairman Wagner questioned the fact that the City stopped the southern most island short and that U-turns were occurring at the end of the island. Assistant City Engineer Gaub and Traffic Engineer Philpot explained that to go farther it would have blocked current businesses only way out precluding left turn access. The island was extended as far as possible through properties that also had other points of access. Item 7. C9056, Auburn Wav S Sewer Imp. -Phase 1: Chairman Wagner requested verification of Chris Thorn's duties related to water and now sewer. Dennis Selle verified that he is currently assuming some of the duties of the Sewer Engineer until that position is filled, Item 12, C307B, City Wide ITS Improvements Project -Phase 1 B: Chairman Wagner questioned who was doing the design work. Assistant City Engineer Ingrid Gaub briefly explained that the consultant selection is in process and that the 15% completion was work completed under the previous phase of the project. Item 16, C322A, West Main Street Improvements: Chairman Wagner questioned the "Other Funds" figure and it was explained by Assistant City Engineer Gaub that these are the federal grant funds in the project. Item 21, C523A, 2006 Storm Pond Retrofit Program: Chairman Wagner questioned City Engineer/Assistant Director Selle on flooding and the blocking of traffic. City Engineer/Assistant Director Selle explained that BNSF did contribute to the extra water when there tenant dug a bypass ditch that directed water from the BNSF yard to A Street SE. BNSF is aware and has indicated that they will repair their diversion. Item 24, CP0634, 4th Street Force Main: Chairman Wagner asked if the City has backup power for all of our sewer force mains. It was explained that the City uses a combination of portable generators, onsite generators, and bypass pumping, but due to the extent of the storms, our resources were stressed recently during the power outage. Staff is reviewing the needs of the various stations and projects may come forward to provide for emergency generation. Item 25, CP0624, Well 5 Rehabilitation: Staff is currently evaluating the desire for a true building structure at this site in place of the two utility vault structure that is in place. Page 4 Public Works Committee Minutes January 8, 2007 APPROVED MINUTES Item 30, CP0632, Citywide Asphalt Overlays: Member Peloza questioned the number of streets that still needed overlays, which were confined to a few streets in the Terminal Park neighborhood. Member Peloza also commented on the great job on the SOS. Item 31, C421A, M Street Reconstruction: Chairman Wagner asked if we input the escalation of cost due to the 20-30% increase the City is seeing everywhere else. Assistant City Engineer Gaub briefly described the measures they are taking. Item 32, SR-164 Corridor Study: Chairman Wagner just wanted to mention that the City does have a very strong interest in SR164 and all efforts to gain additional monies will be exercised. However, SR167 will be emphasized with the legislature this year. Item 34, N. Lake Tapps Utility Service Area Studies: Chairman Wagner questioned as to when a report will be forthcoming as it is to be completed in March. Chairman Wagner would like to have some knowledge about this when the Committee prior to the Council's retreat. Item 35 FAC06-0024, MIT Bingo Hall Signal on AWS: Traffic Engineer Philpot discussed the poles and explained that the poles were acceptable. OTHER ISSUES Vice-Chair Thordarson announced that he just received an E-Mail informing the City that Shari's Restaurant has signed a "Letter of Interest" to the North Denny's site. Also interested in the accommodation is "Panda Express" and "Ba Ha Fresh". Member Peloza brought up the concern with the Wesley Homes project and the 7 lights that are out due to the copper wire being stolen. Mayor Peter B. Lewis verified that they are still under warranty, and that the contractor for Wesley Homes will be fixing it. Discussion went on about other cities that are having the same problems and how they are going about trying to solve it. Public Works Director Dennis Dowdy mentioned that Icon has decided to bid on the third runway project with the port and staff provided some guidance on the likely mitigation that would be required for the hauling through Auburn associated with the project. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:37 p.m. Submitted by Kim Powell, Secretary. Approved by the Public Works Committee on: January 22, 2007 Page 5