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HomeMy WebLinkAbout04-07-2008Ai7iF B U R__ N_ WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE April 7, 2008 Chairman Rich Wagner called the meeting to order at 3:30 pm in Council Chambers, located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Gene Cerino, and Member Virginia Haugen. Also present during the meeting were: Mayor Peter B. Lewis, Director Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Transportation Manager Laura Philpot, Water Utility Engineer Cynthia Lamothe, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Transportation Planner Joe Welsh, Street Systems Engineer Seth Wickstrom, Transportation Planner/Grants Manager Tiffin Goodman, Engineering Aide Amber Mund, Finance Director Shelley Coleman, Principle Planner Elizabeth Chamberlain, Environmental Protection Manager Aaron Nix, Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES Chairman Wagner asked that the sentence, "The accidents at the intersection are potentially severe and that is why the intersection qualified for the grant," Discussion and Information, Item C, be stricken from the minutes because the potential severity of the accidents is not the only reason the project mentioned qualified for grant funds. Director Dowdy concurred. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, March 17, 2008 as amended. Motion carried. B. RIGHT-OF-WAY USE PERMIT NO. 08-04 FOR THE AUBURN SCHOOL DISTRICT FOR GRADUATION CEREMONIES Auburn School District has requested a Right-of-Way Use Permit for graduation ceremonies on June 14th and 15th, 2008 for Auburn High School, Auburn Mountainview High School, and Auburn Riverside High School. 4th Street NE, between E Street NE and H Street NE will be closed from 10 a.m. until 7 p.m. each day. Chairman Wagner asked if the conditions of the Right-of-Way Use Permit were them same as the Right-of-Way Use Permits Auburn School District had applied for in previous years. Engineering Aide Mund verified that they were the same. It was moved by Vice-Chair Cerino, seconded by member Haugen, that the Committee approve Right-of-Way Use Permit No. 08-04. Motion carried. C. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-326 WITH GRAY & OSBORNE, INC., FOR ENGINEERING SERVICES ON PROJECT NO. CP0765 - THE LAKELAND HILLS RESERVOIR IMPROVEMENT. The purpose of this project is to rehabilitate and improve the safety and water quality of the Lakeland Hills Reservoir. Chairman Wagner asked what type of seismic upgrades would be included in the project. Project Engineer Vondrak responded that an expandable coupling would be installed to isolate Public Works Committee Minutes April 7, 2008 the reservoir from the system to prevent an uncontrollable flow of water in the event of an earthquake. Wagner asked if the couplings were used elsewhere in the City's system. Vondrak replied that the couplings were used elsewhere in the State, however not in the City. Assistant Director/City Engineer Selle explained that this is a standard reservoir protection. Utility Engineer Repp responded to further questions from Chairman Wagner regarding the tank mixing system, explaining that the system would be the first in use in the City and how the system operates. It was moved by Vice-Chair Cerino, seconded by member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-326 for project no. CP0765. Motion carried. D. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-327 WITH INCA ENGINEERS, INC. FOR ENGINEERING SERVICES ON PROJECT NO. CP0760 - AUBURN WAY NORTH PEDESTRIAN CROSSING This project consists of constructing a new pedestrian crossing on Auburn Way, near 42nd Street NE. Chairman Wagner asked about the objective of the off-set in the island on the map provided. Project Engineer Sweeting responded that the refuge island would allow pedestrians to cross without simultaneously stopping both directions of traffic and the staggering will force pedestrians to turn and face on coming traffic. Sweeting answered additional questions from the Committee regarding the operation of the crosswalk. Chairman Wagner asked if there was polling conducted to ensure the location of the crosswalk was were pedestrians needed to be able to cross the street. Sweeting responded that there was field verification and the new Sound Mental Health Facility and the bus stop across the street from the facility generated the pedestrian crossing desire line at the selected location. Chairman Wagner requested more descriptive maps be provided in the future which show more of the surrounding area indicating why the locations of new pedestrian crossings are chosen in order for Committee Members to be able to explain to residents how the new locations for crossings are selected. Vice-Chair Cerino commented the island refuge was a good idea and would help to protect pedestrians from traffic as they crossed. Chairman Wagner commented on the cost of the pedestrian crossing verses the cost of installing a full traffic light. Mayor Lewis responded, pointing out the size of the proposed crossing installation as compared to a traffic light being a factor in the costs. Transportation Manager Philpot further explained that the cost estimate provided by Project Engineer Sweeting did reflect the increased cost of signal installation within the industry and that Sweeting's cost projections were conservative. Vice-Chair Cerino pointed out the need for a pedestrian crossing at the chosen location. The Committee concurred. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-327 for project no. CP0760. Motion carried. E. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-330 WITH NORTHWEST MANAGEMENT SYSTEMS FOR PERFORMANCE OF A PAVEMENT CONDITION SURVEY ON RECENTLY ANNEXED STREETS Page 2 Public Works Committee Minutes April 7, 2008 This agreement includes gathering data, rating the condition of the pavement, and entering the data into the City's pavement management database for all streets that were recently annexed into the City in January 2008. Chairman Wagner reviewed the agenda bill, outlining the scope of work. Wagner questioned whether pedestrian data, such as, is the shoulder wide enough for pedestrian traffic, would be collected by the selected consultant. Street Systems Engineer Wickstrom responded that the consultant would be collecting pavement and drainage data. The drainage data would include information pertaining to the existence of curbs and gutters. Director Dowdy commented the consultant would gather data on drainage because it would affect pavement conditions. Wagner asked for more clarification pertaining to the walking area available. Assistant Director/City Engineer Selle explained that the selected consultant's scope and skills are limited to the pavement and how it functions, not the physical features of the streets. Selle stated that future inventory work in the annexation areas would be needed to review infrastructure. Mayor Lewis asked Chairman Wagner for clarification of the definition of shoulders. Wagner responded shoulders that provided the ability to walk along the street. Transportation Manager Philpot commented that the consultant would be measuring the width of the roadways and the width of the shoulder could be extrapolated from the data however there are a number of other factors in determining pedestrian walkways other than just the shoulder width. Philpot recommended that the City not ask the selected consultant to perform data collection outside their scope due to cost and recommended other options to conduct more detailed analyses in the future. Philpot stated with the quality of the City's aerial photos and eGIS data could be gathered using that data. Member Haugen commented on the number of pedestrians in the Lea Hill area. Transportation Planner/Grant Manger Goodman noted in the Transportation Plan update surveys of sidewalks will be included and could be extended to include other facilities appropriate for pedestrians. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-330. Motion carried. F. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-331 WITH AHBL INC. FOR SURVEYING SERVICES FOR PROJECT NO. C1013 - WATER RESOURCES PROTECTION PROGRAM (WEST HILL SPRINGS) Project No. C1013 consists of improvements to the West Hill Springs site to construct a perimeter fence and security/maintenance road. Water Utility Engineer Lamothe answered questions posed by the Committee regarding the cost of the perimeter fence and cost per foot. Lamothe explained a more accurate cost estimate would be available as we moved further into design. Lamothe also stated that the rugged terrain added to the cost of the fence installation and the cost estimate includes construction of a maintenance/security road as well as the fence. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-331 for project no. C1013. Motion carried. G. PPROVE FINAL PAY ESTIMATE NO. 2 AND FINAL TO CONTRAT 06-25 IN THE AMOUNT OF $9,735.00 FOR A TOTAL CONTRACT PRICE OF $81,761.00 WITH TRANSTECH ELECTRIC INC. AND ACCEPT THE CONSTRUCTION OF PROJECT NO. CP0627 - 2006 PEDESTRIAN CROSSING IMPROVEMENTS Page 3 Public Works Committee Minutes April 7, 2008 The Committee posed the question whether or not the improved pedestrian crossing on East Main Street would impede parades. Mayor Lewis responded that the pedestrian refuge area would not hinder the parades. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 2 to Contract No. 06-25 and accept construction for Project No. CP0627. Motion carried. 111. ISSUES IV. DISCUSSION AND INFORMATION A. ORDINACE NO. 6172 ESTABLISHING A NEW CHAPTER 14.22 TITLED "COMPREHENSIVE PLAN" TO THE AUBURN CITY CODE Chairman Wagner asked a question about Section 14.22.090, Proposals for amendments, whether it was the same as the docketing process or different. Principal Planner Chamberlain explained that the process did differ from docketing and explained the difference between City initiated amendments and amendments initiated by private property owners. Chamberlain clarified that the section in question outlines the differences between the two types of amendments and the application process for both. Chamberlain briefly outlined the Sections 14.22.080 and 14.22.090, explaining the docketing process and application fees. Chairman Wagner recommended the statement, "This is not connected to docketing," be included in Section 14.22.090 to clarify the difference between the docketing process and the proposal for amendments process. Principal Planner Chamberlain concurred. Chamberlain provided the Committee additional clarification on Section 14.22.090, item C, number 2. B. PROFESSIONAL SERVICES CONTRACT WITH FCS GROUP FOR THE PERMIT FEE STUDY Finance Director Coleman fielded questions presented by Chairman Wagner regarding the calculation of costs for rent and utilities. Coleman explained the study would determine what an indirect cost is and would look at utility and building costs. Coleman stated there will be a proposal included in the budget program for an internal services fund for facilities and that fund would include the cost of janitorial services, utilities, and rent, to be charged to the different departments. Chairman Wagner asked who would oversee the selection of the five comparison cities referred to in Task III. Coleman responded the cities chosen for comparison would be reviewed with Mayor Lewis. Mayor Lewis stated the comparison cities would have to have a population of 60,000 to 70,000, be nearby, in the Puget Sound Region, and have to be full-service cities to be considered. Coleman and the Committee discussed the fee schedule change provided in the updated second version of the agreement. C. TWO HOUR PARKING SIGNS AND ON STREET PARKING ALONG WEST MAIN STREET (WEST OF C STREET NW) Page 4 Public Works Committee Minutes April 7, 2008 Transportation Manager Philpot presented the concerns of two business owners on the corners of West Main Street and E Street SW. Following the improvements on West Main Street commuters are parking in front of the businesses which impedes the customers' ability to access the businesses. The business owners have asked the City to consider two hour parking limits on Main Street from D Street to E Street. Philpot stated if the Committee concurs an Ordinance can be brought forward to change City Code to allow for the City to sign it as such. The Committee discussed commuter parking options and recommended the two hour parking zone be expanded. Chairman Wagner asked if two hour parking would disrupt the business of a nearby restaurant. The Committee concluded it would not. The Committee consensus is to proceed with the Ordinance allowing a change in City Code. D. DESIGN CONTRACT FOR A BIRDING TOWER AND TRAIL WITHIN THE AUBURN ENVIRONMENTAL PARK Mayor Lewis commended Staff on this project. The Committee had no questions. Environmental Protection Manager Nix stated the birding tower will be constructed summer 2008. The boardwalk may be delayed due to possible environmental impact. E. 2008 PUBLIC WORKS PROJECT UPDATE Chairman Wagner asked if there is a standard warranty period for projects. Senior Project Engineer Helbig responded there is usually a one-year warranty on all projects. No. 6 - CP0616 - Wayfinding Signage: Chairman Wagner noted there is a variation in typestyle on the signs and asked who is overseeing the readability of the signs. Helbig responded all templates were reviewed by the Planning and Public Works Departments and with the Wayfinding committee staff prior to the signs being constructed. Wagner voiced concern the signs were difficult to read because the type setting is too close and too many words are being included on the signs. Wagner recommended before any more signs were built the readability be reviewed. Mayor Lewis concurred. Transportation Manager Philpot explained the exact language decided on by the Wayfinding Committee was being used when creating the signs.. No. 10 - CP0732 - 2007 Sewer/Storm Manhole Ring and Cover Replacement: The Committee asked if there is a plan to replace all of the manhole rings and covers in the City. Helbig responded at this time there is no annual program however there are funds left over from this project which will be used to replace more of the remaining manholes by a change order. No. 11 - Auburn Way South Sewer Improvements Phase Two: Chairman Wagner asked if sidewalk improvements were included in this project. Helbig responded there were not. No. 17 - CP0630 - 2006/2007 Sidewalk Improvements: Chairman Wagner asked how many feet of sidewalk were improved. Helbig stated he would have to review the project file for the exact number as there were many spot locations that were replaced. Helbig responded to further questions from the Committee regarding cost, explaining this project included a lot of corners and access points which affected cost. No. 18 - CP0637 - 2006 Traffic Signal and Luminaire Project: Chairman Wagner pointed out this project could be used to estimate cost of taking over signals and luminaries as requested by the Home Owner Associations in the Lea Hill annexation area. The Committee further discussed the cost of installing luminaries on existing poles verses installation of new poles. Page 5 Public Works Committee Minutes 7 Directory Dowdy reported 32 luminaries were installed on existing PSE poles from the A Street Bridge to the Golf Course and the intersections were lit and clearly marked. The estimated cost of installation is $26,000.00. Mayor Lewis discussed the difficulties involved in taking over lights from the Home Owner's Associations and the costs that may be incurred. Director Dowdy stated there are a number of issues to be worked through in the annexation areas. No. 21 - CP328D - Backup Power Generators: Senior Project Engineer Helbig reviewed the Contract Administration process with the Committee. Vice-Chair Cerino asked if emergency power would be included in the plans for the new Community Center. Chairman Wagner responded that Property and Facilities Manager Omenga is looking into the emergency power and generator needs of the entire City comprehensively. The Committee further discussed the options of permanent emergency power and portable generators. Helbig fielded questions presented by the Committee. Mayor Lewis stated emergency power recommendations will be brought forth by Omenga to the Municipal Services Committee and a copy will be provided to the Public Works Committee. No. 25 - CP0634 - 4th Street NE Sewer Force Main: Chairman Wagner asked if there would be another neighborhood meeting. Helbig confirmed there would be another neighborhood meeting scheduled. Wagner recommended that the pending public meeting information be included in the comments on the Project Report. No. 27 - 2007 Local Storm Drainage Improvement: Chairman Wagner asked if the project was an emergency project. Helbig answered it was not but rather spot repairs where there were known storm issues. No. 29 - City Wide ITS Improvements Project - Phase 1 B: Chairman Wagner asked if the City has control of the Highway 18 interchange signals. Transportation Manager Philpot responded the City is currently controlling the signals with the State's informal approval and will be tying into the State Regional program "Traffic Busters" to allow the sharing of information between many jurisdictions. No. 32 - CP0759 - Olympic Middle School Path: Chairman Wagner asked if this project would be stopped following the approval of an LID. Helbig responded that due to the federal funding, the project is separate from the LID and will proceed in Summer 2008. The location of the trail has been coordinated with the preliminary design of the roadway to avoid duplication of work. No. 36 - 2008 Arterial Pavement Preservation: Senior Project Manager Helbig explained the budget for the Arterial Pavement Preservation and the funds not being spent on the West Valley Highway Project will go toward pavement patching on Arterial Streets. No. 43 - CP0804 - Green River Pump Station Modifications: Chairman Wagner asked how this project relates to No. 70 - Lea Hill Booster Pump Station. Helbig responded they were two different systems and not related. No. 45 - CP0762 - Les Gove Neighborhood Project: Helbig informed the Committee the phasing for this project will be two construction seasons and the Department is planning to present the consultant agreement at the next Public Woks Committee Meeting. No. 46 through No. 48: Helbig stated the total project cost estimates are based on the scope of a feasibility study only. Page 6 Public Works Committee Minutes No. 49 - CP0607 - Auburn Community Center: Chairman Wagner questioned why there is no 2008 initial goal included with this project. Senior Project Engineer Helbig answered Public Works is working with Property and Facility Manager Omenga and Project/Construction Manager Burke to define the goals. No. 54 - CP0638 - 15th Street NW Culvert Replacement: Chairman Wagner questioned why there is no 2008 initial goal included with this project. Helbig answered is hasn't been defined yet because of wetland issues. No. 56 - C207A - A Street NW Corridor - Phase 1: Senior Project Engineer Helbig fielded questions from Chairman Wagner regarding the increase in cost of the project. Helbig explained that it has increased due to wetland mitigation. Wagner asked why sprinklers were being installed on the wetlands along West Valley Highway. Helbig stated it was probably a temporary system to help establish the new plants. No. 58 - 8th and R Street Traffic Signal: Vice-Chair Cerino asked if there was a time limit on the grant funding for the project. Transportation Manager Philpot stated the time limit is ten years. Director Dowdy said a community announcement for the project was being prepared. No. 62 - C Street NW/West Main Street: The Committee expressed concern with the estimate because of the cost to purchase Right-of-Way. No. 67 - CP0611 - Harvey Road and 8th Street NE Intersection/Roadway Improvements: Chairman Wagner asked if an application was submitted to the Public Works Trust Fund for funds for the project. Helbig reported that it had and the funds were already secured. Director Dowdy stated the Legislature had to approve the funds causing delay. Vice-Chair Cerino asked if the turn lane would be installed on the westbound approach. Helbig responded it would be. Additional Discussion Senior Project Manager Helbig explained to the Committee the lower priority projects were low priority to Public Works but might be a higher priority to other departments. Assistant Director/City Engineer Selle stated the projects related to Maintenance and Operations were previously put on hold because of the possibility of relocating the M&O facility. Now that the facility will not be relocated the projects would be moving forward. Chairman Wagner asked about the economic feasibility of a satellite M&O station on Lea Hill. Selle responded there may be minimal and temporary facilities in the Lea Hill area in the future. No. 83 - Peasley Canyon Contamination Remediation: Chairman Wagner asked if the City is obligated to do mediation. Helbig stated not unless the area is developed. Director Dowdy said the mediation may be outsourced to King County. No. 85 - C229A - BNSF/EVH Pedestrian Undercrossing: Helbig told the Committee that all avenues have been exhausted to try and expedite a decision on this project from BNSF. The Committee further discussed concerns and the planning phase of the project. Helbig recommended that the project remain on the Projects List in case grant funds become available. Page 7 Public Works Committee Minutes April 7, 2008 Addition Discussion Chairman Wagner asked if Mayor Lewis had given authorization for more full-time staff or if consultants will continue to be used. Director Dowdy and Assistant Director/City Engineer Selle reviewed the Public Works positions that are currently being recruited with the Committee. Member Haugen asked what was used to repair cracks in pavement and how effective it is. Senior Project Engineer Helbig answered that rubberized asphalt is used in crack repair and continued to explain the circumstances in which alternative methods are used for repairs, when cracks are too large (greater then 1/4 inch), and the effectiveness of the materials. Director Dowdy explained to the Committee that the primary problem with asphalt and cracking is water/moisture and that can limit the application of rubberized asphalt. F. CAPITAL PROJECT STATUS REPORT The Committee agreed all questions were answered in previous discussion. Additional Discussion Director Dowdy fielded questions from Chairman Wagner regarding the mapping of Flood Plains. Dowdy explained FEMA and the State Department of Ecology were performing a Community Assistance visit to ensure City codes are compliant with FEMA rules. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:55 p.m. Approved this 21 st day of April, 2008. Rich Wagner Chairman File: 17.2 H:\AgendaBills\2008\040708Minutes and E:\Minutes\08PW04-1 Page 8