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HomeMy WebLinkAbout07-23-2007.v~M' ' * . _ ~'"~ CITY OF ~~'~ .,~ ~~"~ °~- ,,. WASHINGTON I. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE July 23, 2007 MINUTES Chairman Rich Wagner called the meeting to order at 2:33 pm 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, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Storm Drainage Engineer Tim Carlaw, Acting Sewer Utility Engineer Chris Thorn, Traffic Engineer Laura Philpot, Transportation Planner Joe Welsh, Transportation Planner/Grants Manager Tiffin Goodman, Senior Project Engineer Bill Helbig, Project Engineer Ryan Vondrak, Project Engineer Fritz Timm, Engineering Aide Megan Robel, Commander Greg Wood, Finance Director Shelley Coleman, and Information Services Director Lorrie Rempher. 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 July 9, 2007. Motion carried. B. RENEWAL OF RIGHT-OF-WAY USE PERMIT 01-14 FOR SECOR INTERNATIONAL Transportation Planner Welsh explained that this is a 5-year extension of their existing permit, which has expired. Member Peloza asked that Item 3 on the Permit Conditions be revised by adding the word `agreement' after 'hold harmless.' It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit 01-14. Motion carried. C. CONSULTANT AGREEMENT NO. AG-C-299 WITH KCM, INC., DBA TETRA TECH, FOR THE PURPOSE OF STUDYING THE BEST OPTION IN IMPROVING FLOW AND FISH PASSAGE ALONG MILL CREEK WHERE IT INTERSECTS 15T" STREET NW Storm Drainage Engineer Carlaw used an aerial map to show Committee members the location of the culvert. Engineer Carlaw explained that the City received a grant in the amount of $95,200 for design of the project. The agreement with KCM, Inc., dba Tetra Tech, has anot-to- exceed amount of $33,362, which is budgeted in the Storm Fund since the grant monies cannot be used for predesign efforts. Chairman Wagner asked about the scope of work. Utilities Engineer Repp clarified that the Public Works Department is assisting with this Planning Department project that is being managed by Environmental Protection Manager Aaron Nix, who is on vacation this week. He said that Public Works and Planning staff met several times to discuss the idea of replacing the culvert to make Mill Creek work better, but after looking at the technical issues, it became evident that a study was needed to take a closer look at stream dynamics, fish passage, flood control, and long-term issues related to the Auburn Environmental Park. He noted that Public Works staff have reviewed the scope of work for the agreement, and are comfortable with it, and the costs associated with the study. Engineer Carlaw stated that major elements of the scope of work include hydraulic analysis, a review of work that's been done and how the existing culvert is working now, and development of options to be considered for final design. At this time, the Storm Utility is budgeting $400,000 for the Public Works Committee Minutes July 23, 2007 project; however, part of the preliminary work will be to refine the total cost of the project. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Consultant Agreement No. AG-C-299 with KCM, Inc., dba Tetra Tech. Motion carried D. CONSULTANT AGREEMENT NO. AG-C-300 WITH GRAY AND OSBORNE, FOR WORK RELATED TO PROJECT NO. CP0743, 2007 LOCAL STORM DRAINAGE IMPROVEMENTS It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve Consultant Agreement No. AG-C-300 with Gray and Osborne. Motion carried. E. INITIATE PROJECT NO. CP0732, 2007 SEWER/STORM MANHOLE RING AND COVER REPLACEMENT Project Engineer Timm used a map to show Committee members the locations of the manhole rings and covers that are to be replaced. In response to questions from the Committee, Engineer Timm stated that input from maintenance staff was used to prioritize the 75 replacements. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve initiation of Project No. CP0732, 2007 Sewer/Storm Manhole Ring and Cover Replacement. Motion carried F. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0731, 2007 SEWER REPAIR AND REPLACEMENT PROJECT In response to questions from the Committee, Project Engineer Timm stated that it is anticipated the line in 22"d Street NE will have to be dug up and repaired because soils are not supportive enough to put a line in the existing alignment through the existing pipe. However, if that is not the case, they would have the option to do it as a pipe bursting project. Vice-Chair Thordarson stated that staff have been doing a good job of scheduling this type of work ahead of the Save Our Streets program in the area. Engineer Timm also reported that the spot repair near Dogwood and Auburn Way South was not done as part of the Auburn Way South Sewer project because it was reported too late, and is not located on Auburn Way South but is on private property where we have an easement. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise Project No. CP0731, 2007 Sewer Repair and Replacement Project. Motion carried. Page 2 Public Works Committee Minutes July 23, 2007 G. REJECT ALL BIDS FOR SMALL WORKS CONTRACT 06-10, PROJECT NO. C523A, 2006 STORM POND IMPROVEMENTS Member Thordarson suggested that this project be delayed due to staffing constraints, and the need for more important projects to be completed. Chairman Wagner concurred, and commented that he had expected to see more maintenance cost improvements from these projects. He asked for more justification in terms of cost reduction for maintenance rather than aesthetics. Storm Drainage Engineer Carlaw stated that the retrofit program, as a whole, is on the Discussion and Information agenda for further discussion, and noted that the Storm Utility doesn't have many projects scheduled for this year. He said that the two projects identified for this contract were focused more on improving access, slope, and function than on aesthetics. Member Peloza expressed concern that delaying the projects could result in higher costs. In response to a question about rebidding the project, Assistant Director/City Engineer Selle stated that the project originally went out as a Small Works project, and that it would take very little effort to advertise the project and open it up to a larger market. It was the consensus of the Committee to advertise and rebid the project. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council reject all bids for Small Works Contract 06-10, Project No. C523A, 2006 Storm Pond Improvements. Motion carried. H. RIGHT-OF-WAY USE PERMIT 07-23 FOR AUBURN GOOD OL' DAYS This agenda item was transmitted via agenda modification. Transportation Planner Welsh noted that the request is the same as last year's request, and that the reason six hours is scheduled for the run is because that time includes set up activities in preparation for the run. Member Peloza asked that the word 'Agreement' be added after `Hold Harmless' in Item 2 of the Conditions, and that on page 2, a period be added after the Note. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit 07-23. Motion carried III. ISSUES NONE IV. DISCUSSION AND INFORMATION A. CABLE FRANCHISE RENEWAL Information Services Director Lorrie Rempher reviewed a proposed Work Plan for the City's Cable Franchise Renewal, which is comprised of three phases. She reviewed the phases and the issue of negotiations for Phase II was discussed. Director Rempher stated that the consultant has gone through some of this process with the cities of Kent and Renton, and feels that he has a lot of data already by negotiating for the three cities at one time. She clarified that the consultant will negotiate on our behalf, not on behalf of the group, and that the options will be narrowed down to one recommendation. Chairman Wagner felt it was the correct approach, and Member Peloza noted that this issue was also discussed at Municipal Services Committee. Page 3 Public Works Committee Minutes July 23, 2007 B. WATER LEAK ADJUSTMENT Finance Director Coleman explained how the adjustment amount was calculated, stating that with the 50% reduction allowed under the new policy, the customer's adjusted amount due is $474.35. It was moved by Vice-Chair Thordarson, seconded by Member Peloza, that the Committee recommend Council approve the water utility adjustment. Motion carried. C. PHOTO ENFORCEMENT END-OF-YEAR REPORT Commander Greg Wood gave aone-year review of the PhotoSafe Auburn program. In reviewing the financial information, he noted that while staff costs are not included in the one- year review, the Police Department will begin issuing quarterly reports that will include those costs. Commander Wood stated that the program has been extremely successful, with early data on two PhotoSafe intersections in the City showing up to a 67% decrease in collisions. The Department plans to add two additional school zones to the program -Dick Scobee and Chinook Elementary Schools. In addition, ten other locations in the City were recently surveyed, and the Lake Tapps Parkway and Lakeland Hills Way appear to warrant Photosafe Cameras, so they will be looking into adding cameras to those locations, as well. D. 21St STREET SE PEDESTRIAN SAFETY OPTIONS Transportation Planner/Grants Manager Tiffin Goodman followed up on discussion held at the Committee's last meeting regarding traffic calming and options for pedestrian safety at 21St Street SE. She presented options for increasing pedestrian safety near the park that was installed adjacent to the 21St Street SE storm pond. The City has already prohibited parking on both sides of the street in the area where people cross the street to improve the sight distance. To further improve safety, one option would be to make the area a park zone within 300 feet of either side of the park and reducing the speed to 20 mph at all times since the park operates throughout the day. In response to a question from the Mayor, Planner Goodman responded that there are no existing park zones in the City at this time. Because 21St Street is a main east/west route, Chairman Wagner did not feel the park zone would be effective, and the Mayor expressed concern about putting a law into place that would be difficult to enforce. Other options discussed included a cross walk with an island, or a crosswalk with a pedestrian signal similar to the one at Game Farm Park. Both options would involve moving the entrance to the center of the park, and closing the existing entrances at each end of the park. Costs for the alternatives were discussed, along with grant opportunities. Planner Goodman informed the Committee that if the City did get a grant, spring of 2009 would be the earliest that the City would receive the funding. Following discussion, it was the consensus of the Committee to close one of the entrances to the park now, and to look at the odds of getting grant funds for the project. The Committee's first choice for pedestrian safety is a crosswalk and signal; however, if the odds are low for grant funding, the Committee's second choice would be a crosswalk and median, similar to the crossing on 3~d Street NE by the post office. Page 4 Public Works Committee Minutes July 23, 2007 E. SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM 2008-2013 Traffic Engineer Philpot reviewed a list of existing projects that are included in the Six-Year Transportation Improvement Program (TIP) for 2007-2012, and their status. TIP #20, West Main Street Streetscape, is scheduled to be completed this year, so it appears to be the only project that will come off the list. Traffic Engineer Philpot also reviewed five new projects that are proposed to be added to the 2008-2013 TIP, and discussed the scope of work for each. The projects are as follows: • 41St and A Street SE -Access Management study to scope a safety project to control access and minimize collisions. • Auburn Way South and M Street SE -Complete improvements on NE corner. • West Valley Hwy. Improvements (Hwy. 18 to Main Street) -Pedestrian facilities, widening, pavement repair. • Truck Route Improvement Program -Description will refer to comp plan "future truck routes." • C Street NW and Main Street -Rebuild traffic signal to allow for northbound/southbound left turn phasing. Engineer Philpot handed out a spreadsheet showing funds budgeted in 2007, and projected revenues for 2007 through 2013. It was noted that while $250,000 was budgeted for traffic impact fees, the amount coming in is much higher than anticipated. Projected revenue for 2007 is $1 million. Projections for following years is $750,000. In response to a question from Chairman Wagner, Mayor Lewis briefed the Committee on the Arterial Street Task Force, reviewing the role of the task force, and stating that they can choose their own objectives, but so far, they are on the path of looking at sources of revenue to fix the funding shortfall related to arterial street preservation. Chairman Wagner expressed a need to take an aggressive stance toward revenue, and was concerned about the one time opportunity to change the tax base, that comes up at the end of this year. The Mayor stated the he will bring this issue up, with the Finance Director as the lead. Chairman Wagner was also interested in knowing from the trucking companies how much revenue the City receives from them. Following discussion, it was the direction from the Committee to include all five projects, regardless of a possible deficit, and Mayor Lewis suggested a long Public Works Committee meeting, or perhaps a Public Works Committee retreat, in August to discuss possible projects related to the potential annexation of Lea Hill. F. VERDANA SEWER DISCUSSION Acting Sewer Utility Engineer Thorn presented a map of the Verdana development area. He stated that the existing area is currently served by two City of Auburn lift stations, one serving the White Mountain Trails area, and the other serving Rainier Shadows. The two pump stations are at capacity. When Verdana proposed their development to the City, the decision was made to ask them to oversize their lift station to serve the entire area, so that the City could eliminate the two existing lift stations. The new lift station would be state of the art, and would eliminate some of the problems associated with the Rainier Shadows left station, which required confined Page 5 Public Works Committee Minutes July 23, 2007 space entry when maintenance or inspection of the dry well is needed. Maintaining one lift station instead of three would reduce the required security, inspection, telemetry, power, back up power, and maintenance performed by staff, resulting in a cost savings to the City. Assistant Directory/City Engineer Selle explained that the new lift station would be built by the developer, but they would get some benefit for the extra capacity by way of reduced system development charges or possibly in terms of a payback agreement. When asked to estimate that amount, Engineer Selle responded that it would not be known until after the station is built and actual costs are known, and reminded the Committee members that the benefit would be the difference between costs to build a lift station to serve only Verdana and the cost to oversizing it. The schedule for completion by the developer is by the end of this year, or early next year. In response to a question from the Committee, Engineer Selle stated that the City requires a maintenance bond for at least 10% of the cost of improvements for a minimum of one year for the pipes installed and we are requesting a 2 year warranty of the lift station itself. G. STORM POND RETROFITS Storm Drainage Engineer Carlaw explained that the Storm Pond Retrofit Program has three goals: improve aesthetics and function, and reduce maintenance costs. To date, only two ponds have been completed; one on C Street, the other on Riverwalk. Both have been successful in reducing maintenance costs. In response to a question from Chairman Wagner, Engineer Carlaw stated that he has not had any requests from neighborhoods to have their ponds improved; however, the Mayor commented that he is the one that gets these types of calls. Chairman Wagner said he has not received any comments, positive or negative, on the two ponds that have been improved. The Mayor noted that the improvements do make a difference to the community, and that he used to receive complaints about the storm pond at Riverwalk, but since the project was completed, he no longer gets those calls, which he feels is an improvement. H. STORM IMPROVEMENTS RELATED TO AUBURN ENVIRONMENTAL PARK Storm Drainage Engineer Carlaw used an aerial map of the Auburn Environmental Park (AEP), and the relationship of different projects going on in the area. He pointed out the property identified for a water quality facility for the western portion of the downtown area, stating that the majority of the improvements are in place to get the water to the ditch. Facilities will be constructed to get the low flows over to the water quality facility to improve the quality of the water coming out of the pipe. Chairman Wagner referred to WSDOT's plans to use Goedecke as flood storage, and asked if that would set a precedent for how wetlands are used. The Mayor responded in the affirmative, and Utilities Engineer Repp indicated that WSDOT has received permission from the Department of Ecology to use the wetland areas for flood storage. It was pointed out that the City's water quality facility for downtown is for water quality treatment rather than flood storage. The Mayor commented that we will be watching the WSDOT project very closely to see how using wetlands for flood storage might benefit the City. Vice-Chair Thordarson expressed concern that WSDOT's project might impact the City's planned improvements on West Valley Highway. Engineer Repp stated that the City has informed WSDOT of right-of-way needs along West Valley Highway, and that wetland mitigation sites already exist on the property. In response to questions about the water quality facility, Engineer Carlaw stated that the project is in the predesign phase, and it is not known if the pond will be percolation or liners. In either case, the pond will not be a rectangle. It will be something softer, perhaps similar to the Page 6 Public Works Committee Minutes July 23, 2007 Thermod mitigation area with circular routing and plantings. He also stated that water quality treatment technology with natural facilities is evolving, and that permitting agencies like natural wetlands because there is a polishing effect on the water as it routes through them. Engineer Carlaw clarified that this is a Pubic Works Department project, with Fritz Timm assigned as the Project Manager. Councilmember Wagner said that he wanted to be sure the goal of treating water from the downtown area is accomplished, and that capacity is not hampered by aesthetics. I. CAPITAL PROJECT STATUS REPORT #1 - C1005, 3~d/Cross Street SE: The final acquisition is for the property where the Multicare Facility and Discount grocery store are located. The City has possession and use, but the property owner's concern was that they weren't getting enough cost to cure items, such as redoing part of their parking lot. The City is working to get them to agree that all issues have been resolved, and are waiting on final documents. #2 - C1014, Auburn Way South Safety Improvement: It was confirmed for the Committee that the project was funded with Federal grant monies and City funds; no State funds were involved. However, the Federal dollars are administered by the State, and there were a lot of coordination issues with the State since Auburn Way South is also State Route 164. #16 - CP0730, Pavement Preservation on 6th St. SE: Staff previously asked the Committee for permission to advertise; however, the design is only at 90% because some sewer work has been added to the project. #28 - CP0701, 8th and R St. Traffic Signal: It was noted that a meeting with property owners is scheduled for the evening of Thursday, July 26, and that there was probably no need for Committee members to attend, unless the Mayor has a conflict. #38 - C421A. M St Reconstruction: It was noted that the Capital Project Spreadsheet has a finish date of December, but that the project looks close to being done. Assistant City Engineer Gaub stated that the roadway is scheduled to be opened by the end of August and that they may road open earlier then this. #6 - CP0637, 2006 Traffic Signal & Luminaire Project: In response to a question from Vice- Chair Thordarson, Senior Project Engineer Helbig stated that it has been almost a month since the materials were ordered, and that they still don't have a date of delivery. As for the luminaires that keep getting damaged, some are being replaced with stock that the City maintains. OTHER DISCUSSION Member Peloza asked if the concerns of a citizen who had called regarding utilities and paving in her area (Lemon Tree Lane) had been resolved to her satisfaction. Assistant City Engineer Gaub gave the Committee some background information on the situation. Apparently, PSE had been working in the citizen's neighborhood over a month ago, replacing underground power lines. Some time later, there was a power outage, and when PSE repaired the power outage, they burned out a Qwest line. Qwest did a temporary fix by running lines across fences until they knew what was needed and could get permits. This last week, when trying to repair the phone lines, Qwest broke a PSE gas line. During this time frame, the City was also doing SOS patching in the neighborhood, during which an electrical line for the water booster pump station was damaged, so portions of the neighborhood had low water pressure. The citizen who had Page 7 Public Works Committee Minutes July 23, 2007 called was getting a lot of pressure from her neighbors because she is on the Transportation Task Force. At this time, power, phone, and gas service have been restored, but Qwest and PSE are not yet done with their final restoration to the pavement and properties. The issue regarding the citizen's concerns led to a discussion of whether or not the City keeps records of how these companies are doing on restoring right-of-way after construction. Assistant City Engineer Gaub stated that the City does not keep records, permits are issued to the franchise holder and it is their responsibility to maintain any poor quality work completed by their contractors. Assistant City Engineer Gaub stated that the companies are required to get a construction permit to work in the ROW, and they pay a fee associated with that permit. And, depending on how much work and staff time is required of the City inspector, the fee may be adjusted. The companies are required to comply with City standards to restore the ROW, and inspection staff monitor that work. Within the next year, Chairman Wagner would like to have a broad discussion of use of City right-of-way (ROW), including paying for the use of the ROW, and the possibility of penalties being assessed if damage is done to the ROW. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:40 p.m. ~1j Approved this ~ ~ ~ day of ~'IfG2 ~T" , 2007. ~r ~/ ~~ ,.~ Rich Wagner am Miller Chairman Administrative Services Supervisor File: 17.2 H:\AgendaBills\2007\072307Minutes and E:\Minutes\07PW7-2 Page 8