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HomeMy WebLinkAbout04-21-2008CITY OF BU R__N WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE April 21, 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, Assistant Director/City Engineer Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Transportation Manager Laura Philpot, Assistant City Attorney Stephen King, Project Engineer Jacob Sweeting, Project Engineer Leah Dunsdon, Transportation Planner Joe Welsh, Street Systems Engineer Seth Wickstrom, Transportation Planner/Grants Manager Tiffin Goodman, Engineering Aide Amber Mund, Environmental Protection Manager Aaron Nix, Principal Planner Elizabeth Chamberlain, Jeff Markowitz with MCI, citizen Mary Farden, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, April 7, 2008. Motion carried. B. RIGHT-OF-WAY USE PERMIT NO. 08-05 FOR CITY OF AUBURN PARKS AND RECREATION CLEAN SWEEP EVENT It was moved by Vice-Chair Cerino and seconded by Member Haugen that the Committee approve Right-of Way Use Permit No. 08-05 for the City of Auburn Parks and Recreation Clean Sweep Event. Motioned carried. C. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-328 WITH THE TRANSPO GROUP FOR ENGINEERING SERVICES ON PROJECT NO. CP0611 - M STREET NE/HARVEY ROAD AND 8T" STREET IMPROVEMENTS Project Engineer Sweeting provided a description of Project No. CP0611. This project will improve the efficiency of the intersection at 8th Street NE and Harvey Road by adding another lane to the eastbound direction to the intersection. Chairman Wagner asked if the funds for right-of-way acquisition listed on the project budget status sheet were needed for the intersection improvements. Sweeting responded that the funds did apply to the intersection. Sweeting answered questions asked by Vice-Chair Cerino regarding the location of the additional lane. Sweeting continued with the project description. Between 8th Street NE and 4th Street NE, M Street will be reconstructed, putting down new asphalt, reconstructing the sidewalks, and reviewing on street parking needs, channelization options, and other alternatives to increase the efficiency of the road section. Chairman Wagner asked if the City would be encroaching on any residents' front yards during the project. Sweeting responded that the City will try to stay within the existing right-of-way on M Street. Transportation Manager Philpot explained to the Committee that the focus of this project was to improve the capacity at intersection of 8th Street NE and Harvey Road and a Public Works Trust Fund loan was applied for to help expand the project to include pavement preservation on M Street NE. The pavement preservation will be consistent with future projects, staying within the existing pavement limits. The only right-of-way or property encroachments anticipated will be at the intersection, at the Public Works Committee Minutes April 21, 2008 southwest corner. Member Haugen asked how much room was available at the location and how the corner property will be affected by the project. Project Manager Sweeting responded that the project will remove some landscaping and possibly remove some parking stalls. Vice- Chair Cerino asked if the pedestrian islands will remain. Sweeting answered that the islands may need to be reconfigured. Transportation Manager Philpot answered a question asked by Chairman Wagner regarding the Transportation Improvement Plan and the relationship of the project to future projects in the area. Philpot responded to questions about the reconstruction of the sidewalks, stating that the project focuses on repairing deficient sidewalks. Wagner asked that the consultant be made aware that there are additional projects planned for the area. It was moved by Vice-Chair Cerino and seconded by Member Haugen, that the Committee recommend Council grant permission to enter Consultant Agreement No. AG-C-328 with the Transpo Group. Motion carried. D. GRANT PERMISSION TO ENTER INTO CONSULTANT AGREEMENT AG-C-331 WITH ROTH HILL ENGINEERING PARTNERS, LLC FOR ENGINEERING SERVICES FOR PROJECT NO. CP0762 - LES GOVE NEIGHBORHOOD IMPROVEMENTS Chairman Wagner asked if utility funds were being used for their share of the pavement work included in the project in lieu of SOS funds. Project Manager Dunsdon responded the utility funds will be used for restoration of the pavement within the trench sections for the utilities included in the project and the SOS funds will be used for the thin overlay work and pavement reconstruction planned for the neighborhood. Dunsdon responded to additional questions from the Committee regarding the water utility funds for the project. Assistant Director/City Engineer Selle stated that water utilities are the primary reason for the improvements. Member Haugen asked if F Street SE was included in the project. Mayor Lewis responded that it was not. Transportation Manager Philpot further explained F Street SE is a classified street and SOS funding is not spent on classified streets. Improvements to F Street SE were included in the Transportation Improvement Plan as a separate project with other funds being used. Philpot stated that projects in the area will be closely coordinated to avoid conflict with one another. Haugen asked if there would be any damage to water utilities near, but not included in, the project during construction. Assistant Director/City Engineer Selle answered that the facilities on F Street SE would not be made worse by the other improvements being done in the area. Project Engineer Dunsdon explained one of the reasons for the project is to repair current problems with utilities in the area. Mayor Lewis commented on the age of the existing water systems and the benefits of the proposed improvements. Chairman Wagner asked if the pressure profile would be changed in the neighborhood. Selle answered that the pressure range identified in the City's Comprehensive Plan would not be changed and private systems should be designed to handle the reasonable pressure provided. Selle stated that any complaints regarding water leakage would be handled on a case by case basis. The Committee continued discussion about the age of some of the existing water systems and potential problems. Mayor Lewis expressed his support for the project. It was moved by Vice-Chair Cerino and seconded by Member Haugen, that the Committee recommend Council grant permission to enter Consultant Agreement No. AG-C-331 with Roth Hill Engineering Partners, LLC. Motion carried. E. APPROVE FINAL PAY ESTIMATE NO. 5 TO CONTRACT 06-24 IN THE AMOUNT OF $15,702.69 FOR A TOTAL CONTRACT PRICE OF $448,951.07 WITH CONSTRUCT Page 2 Public Works Committee Minutes April 21, 2008 COMPANY, LLC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0630 - 2006/2007 CITYWIDE SIDEWALK IMPROVEMENTS It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 5 to Contract 06-24, and accept construction of Project No. CP0630 - 2006/2007 Citywide Sidewalk Improvements. Motion carried. III. ISSUES A. RESOLUTION NO. 4338 PUBLIC WAY AGREEMENT WITH MCI COMMUNICATION SERVICES INC Chairman Wagner asked for clarification regarding the use of construction permits, as described in the agenda bill. Assistant Director/City Engineer Selle responded that when someone comes in to do construction, subsequent to the right-of-way use permit, public way agreement, and/or franchise agreement, they need to get specific approval from the City for the construction and a separate permit is issued. The City reviews specific plans for construction improvements. The construction permit is issued by the City to manage and oversee construction. Director Dowdy commented the construction permit makes sure the City's Construction Inspectors are aware of and can manage construction projects. Transportation Planner Welsh provided a description of the agreement and project. MCI currently has a telecommunication line in the Burlington Northern and Santa Fe (BNSF) Railroad right-of-way. In order to provide backup to their exiting network, MCI is requesting to extend the line to the Qwest Central office located at 10 2nd Street SE. Along the proposed conduit route, the City has approximately seven empty conduits and it appears to be mutually advantageous for MCI to lease the City's existing conduit to expand MCI's telecommunication network. In exchange for the lease of the conduit, MCI would extend the conduit under the BNSF Railroad for the City and MCI will also pull fiber for the City to use. The Public Way Agreement gives MCI permission to be in the City's right-of-way and provides the legal frame work for the City to enter a lease agreement with MCI and also to begin work with MCI on their construction permits. Transportation Planner Welsh answered questions from Chairman Wagner regarding the possible conduit routes and the right-of-way that MCI may potentially use, outlined on Page 2 of Exhibit A. Jeff Markowitz with MCI stated the plans that have been submitted are more detailed than the exhibits provided. Chairman Wagner asked how RCW 35.99.070, referred to on Page 3 of the Public Way Agreement relates to incremental costs to be charged to the City. Assistant Attorney King clarified the wording of the agreement and explained the reasons why both RCW 35.99.070 and RCW 80.36.150 are cited in the agreement and how the statutes relate to the proposed project. Markowitz provided the Committee with further clarification of the terms of the Public Way Agreement and the Licensing Agreement. King explained the terms in the Public Way Agreement, Section 2, relate to the conduit routes outlined in Exhibit A, Page 1. Transportation Planner Welsh stated the agreement was written to cover every potential route that could be used. Markowitz said that plans have already been submitted to the Public Works Department for approval that specifically indicates using as much of the City owned right-of-way as possible. Page 3 Public Works Committee Minutes April 21, 2008 Chairman Wagner and Assistant City Attorney King further discussed the wording used in the Public Way Agreement, determining that the language was consistent with the standard template. Chairman Wagner recommended in the future the language used in Section 12, Abandonment and or Removal of Grantee Facilities, should include reference to the discovery of hazardous waste materials and recommended Director Dowdy update the template. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council adopt Resolution No. 4338, Public Way Agreement with MCI Communication Services. Motion carried. B. RESOLUTION NO. 4328 TRANSPORTATION IMPROVEMENT BOARD GRANT FOR WEST VALLEY HIGHWAY IMPROVEMENTS (for City Council Meeting May 5, 2008) Vice-Chair Cerino asked if the acceptance of the grant would make the City responsible for improving the entire length of West Valley Highway from SR18 to West Main Street. Transportation Planner/Grant Manager Goodman answered the City would be responsible for the scope identified in the grant, which includes rebuilding pavement, safety modifications, and building sidewalk on the east side only. Goodman provided the Committee with background information about the application for the grant including previous discussions with the Committee. Goodman explained that the Transportation Improvement Board identified the West Valley Highway improvement project as most likely to be awarded grant funds. Cerino expressed concern that the West Valley Highway improvements would benefit non-Auburn residents more that Auburn residents. Goodman answered questions from Chairman Wagner regarding the project's budget and the schedule, explaining that the City has four years to complete the project with the majority of the funds needed in the last year of the project's construction. Mayor Lewis and Chairman Wagner discussed sources of future funding for the project. Mayor Lewis asked what the primary reason is for moving forward with this project. Assistant Director/City Engineer Selle explained the project needs to be viewed as part of the entire streets system and if improvements are not made it may cause traffic to use alternative routes. Improvements to West Valley Highway are also beneficial because it is a truck route and needs to be maintained to accommodate the trucks, deterring them from using alternative routes which may not accommodate trucks as well. Selle stated that investing in the City's arterial systems would benefit the entire street system. Transportation Manager Philpot pointed out that the area is part of the City's street system and the City is responsible for maintenance. Mayor Lewis concurred stating that there are also safety concerns and a lot of Auburn traffic does use West Valley Highway and the route is not just commuter traffic. Chairman Wagner asked when a consultant would be hired for the project. Transportation Manager Philpot replied that a schedule has not been set for the project because the Transportation Improvement Board wants a signed agreement from the City that the City will commit to the project and provide the required percentage of matching funds prior to allotting grant funds. Transportation Planner/Grants Manager Goodman answered questions asked by Member Haugen regarding the safety median barrier and accident prevention. Member Haugen asked how the barrier would affect businesses. Mayor Lewis and Goodman verified that there were no businesses in the area and therefore no effect. Page 4 Public Works Committee Minutes April 21, 2008 Transportation Manager Philpot responded to questions presented by Chairman Wagner regarding repairs to existing C-curb. Philpot stated King County will be asked for assistance in clean up of the C-curb. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council adopt Resolution No. 4328, Transportation Improvement Board Grant for West Valley Highway Improvements. Motion carried. C. RESOLUTION NO. 4340 PUBLIC WORKS TRUST FUND LOAN FOR THE M STREET NE/HARVEY ROAD AND 8TH STREET NE IMPROVEMENTS (for City Council Meeting May 5, 2008) It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council adopt Resolution No. 4340, Public Works Trust Fund Loan for the M Street NE/Harvey Road and 8th Street NE Improvements. Motion carried. IV. DISCUSSION AND INFORMATION A. MILL CREEK DESIGN AGREEMENT WITH ARMY CORPS OF ENGINEERS Environmental Protection Manager Nix reported he has been reviewing the agreement, how it impacts the City and determining the benefits for the City. Nix invited questions from the Committee regarding the agreement. Chairman Wagner asked for clarification of the statement, "Whereas, Section 105(c) of the Water Resources Development Act of 1986, Public Law 99-662 (33 U.S.C. 2215), provides the cost of design of water resources project shall be shared in the same percentage as the purposes of such project;" on Page 1. Assistant City Attorney King responded it was a statement defining why the parties are entering into the agreement but is not part of the actual binding agreement between the parties. Chairman Wagner noted that there were several instances in the agreement which allow for the City to review the Corps work but leaves the City unable to make changes or modifications. Wagner expressed concern that the City doesn't have more control. King answered the substance and scope of the project can be adjusted at the local level, however Corps field employees do not have the authority to make changes to the agreement boilerplate. Nix stated both the City of Kent and King County have both exercised similar projects with the Corp. Wagner asked which account was being charged for the project. Nix responded that extra money from the 15th Street Culvert Enhancement Project would be used. B. 15TH STREET CULVERT ENHANCEMENT PROJECT Environmental Protection Manager Nix provided the Committee background and the information Tetra Tech was trying to gather and discussed the improvement options presented. It is recommended that due to costs involved improvements to the existing culvert be made, which include cleaning the existing culvert at both ends and restoration around the culvert entrance and exit rather than replacement of the culvert at this time. Wagner asked what permit issues would exist in the cleaning process. Nix explained the federal permitting process. Page 5 Public Works Committee Minutes April 21, 2008 C. ORDINANCE NO. 6167 - CODE ADMENDMENT ON SUPPORTIVE HOUSING Principal Planner Chamberlain explained the City was approached by Valley Cities about a supportive housing project in Auburn. After review it was determine a code amendment would be needed to accommodate the proposed project. Chamberlain reviewed the features and definition of the supportive housing concept with the Committee. Chamberlain and the Committee examined the proposed code amendments. Chairman Wagner questioned the number of parking spaces required and whether it was an adequate amount. Vice-Chair Cerino asked if the number of parking spaces included parking for visitors of tenants. Member Haugen discussed how the limited parking spaces may affect the neighborhood which the housing would be built. Mayor Lewis responded the majority of tenants wouldn't have private transportation and this facility wouldn't have a lot of parking requirements. Chamberlain further explained the parking requirements, how the requirements reflect the occupants' transportation needs, and the facility's proximity to mass transit. Principal Planner Chamberlain discussed the size and features of the housing units with the Committee, as well as, the demographics that the supportive housing would apply to. D. ADOPT-A-ROAD/ADOPT-A-SPOT PROGRAM Engineering Aide Mund reported there have been inquiries made about the Adopt-a-Road program which existed in the annexation area prior to the area being part of the City of Auburn. The City currently has no such program and it is proposed a program be created. Chairman Wagner asked if City staff would need to be involved in the clean up efforts. Mund answered that areas are maintained by the volunteer participants, either individuals who adopt-a-road or organizations. Mund outlined the features of the program, signage, safety training, staff review of the proposed location, and a written agreement with the City. Wagner emphasized the importance of a well written agreement. Engineering Aide Mund concurred. Mund reported that the precise details would be presented to the Committee at a later date. Vice-Chair Cerino commented on the significance of signs and community pride associated with Adopt-a-Road programs. Engineering Aide Mund explained that she has begun discussing the proposed program with Risk Manager Rob Roscoe. Member Haugen asked how much City staff time would be required to run the program. Mund responded other jurisdictions with similar programs report spending 2 hours a week maintaining the program. The Committee requested Engineering Aide Mund continue work organizing the program and present the final program proposal to the Committee. E. CAPITAL PROJECT STATUS REPORT Item 19, CP0634, 4th Street NE Sewer Force Main: Wagner reported that he, Councilmember Backus, and Mayor Lewis met with Project Engineer Vondrak and there are complicated right-of-way issues involved with this project. A second neighborhood meeting is planned. The anticipated advertisement date, June 2008, may be delayed. Item 22, CP0701, 8th and R Street Traffic Signal: Member Haugen asked if this project was progressing. Assistant City Engineer Gaub answered that staff is moving forward on the design and anticipate the project will go out for advertisement in Summer 2008. Informational flyers were mailed out on Friday, April 18th to the residents of the apartment complexes in the project area, outlining the chosen alternative and explaining that there will be some left turn movements impacted. Chairman Wagner asked if there was another neighborhood meeting scheduled. Gaub answered not at this time. Page 6 Public Works Committee Minutes April 21, 2008 Item 28, CP0760, Auburn Way North Pedestrian Crossing: Vice-Chair Cerino commented that there have been left turn problems at a similar pedestrian crossing on I Street NE as the crossing proposed in this project. Assistant City Engineer Gaub stated staff would review the I Street crossing. Gaub stated on the Auburn Way North project the locations of business driveways were reviewed in determining the location of the crossing to reduce left turn problems that may be caused at the pedestrian crossing. Item 34, CP0624, Well 5 Rehabilitation: Member Haugen has received questions regarding water supply from the Lakeland Hills Home Owners Association. Chairman Wagner requested the Committee be updated on the water capital improvement plan for the Lakeland Hills area at a future meeting. Item 38, SR-164 Corridor Study: Chairman Wagner stated there is another scope of work which was distributed at the beginning of April 2008, entitled "The SR-164 Bypass Feasibility Study." The scope of work was acceptable with the exception that event traffic models need to be included. Director Dowdy will follow up. The Committee discussed the state criteria for designating SR-164 a Highway of State Significance and how the lack of designation effects funding. Additional Discussion: Member Haugen asked how agenda items are placed on the Public Works Committee Meeting Agenda. Chairman Wagner answered that Director Dowdy prepares the agenda and it is then approved by Mayor Lewis and Chairman Wagner. Member Haugen asked to whom questions from citizens regarding specific projects should be directed. Director Dowdy responded that project questions from citizens should be directed to the Project Engineer or Project Manager. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:26 p.m. Approved this 5th day of May, 2008. Rich Wagner ?J nifer Rigsby Chairman _,-Public Works D Wrtrma Secretary File: 17.2 H:\AgendaBills\2008\042108Minutes and E:\Minutes\08PW04-2 Page 7