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
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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
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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)
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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.
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Public Works Committee Minutes
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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.
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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.
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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
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