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HomeMy WebLinkAbout06-16-2008A17iF B U R__N WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE June 16, 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, Planning Director Cindy Baker, Economic Development Manager Dave Baron, Principal Planner Jeff Dixon, Construction Manager Larry Dahl, Project Engineer Fritz Timm, Project Engineer Leah Dunsdon, Project Engineer Jacob Sweeting, Street Systems Engineer Seth Wickstrom, Engineering Aide Amber Mund, Debra Scheibner, P.E., King County River and Floodplain Management Unit, Water and Land Resources Division, William Garney, Project Manager, U.S. Army Corps of Engineers, Seattle District, Gene Scott, Project Lead, U.S. Army Corps of Engineers, Seattle District, 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, June 2, 2008. Motion carried. B. RIGHT-OF-WAY USE PERMIT NO. 08-08 FOR KING COUNTY HAUL ROUTE FOR THE DYKSTRA LEVEE REHABILITATION PROJECT AND GALLIS LEVEE REHABILITATION PROJECT Engineering Aide Mund summarized Right-of-Way Use Permit No. 08-08 for the Committee. King County applied for a right-of-way use permit for a haul route for work they are doing on the Galli's and Dykstra Levees. A map of the approved haul route, updated from the proposed route, was distributed to the Committee. Chairman Wagner requested Mund review the special conditions of the permit with the Committee. Engineering Aide Mund reported conditions one through five are conditions which generally apply to all right-of-way use permits and the special conditions which apply specifically to King County begin at number six. Mund went over special conditions six through ten with the Committee. Chairman Wagner asked who would be responsible for checking on possible damage caused by the County's activities during the project, as stated in condition number nine. Assistant Director/City Engineer Selle answered a City construction inspector will be monitoring activity noting any damage as well as responding to notices from the County or residents of damage. Chairman Wagner asked how many trucks would be used for the projects and about the hauling frequency. William Graney, Project Manager, answered that the number and size of the trucks is still being negotiated with the contractor and the contract should be executed later this week. Gene Scott, Project Lead, stated the anticipated frequency is every five to ten minutes, dependant on routing and could be as many as 220 single trucks per day. Chairman Wagner asked how the trucks would turn around at the end of 22nd Street NE. Vice-Chair Cerino responded that the end of 22nd Street NE is a very wide area. Member Public Works Committee Minutes June 16, 2008 Haugen asked if a City project manager would be assigned to oversee the levee projects. Assistant Director/City Engineer Selle answered a City construction inspector would monitor the projects because they have experience inspecting these types of project activities. Debra Scheibner, Project Manager for King County, gave a short presentation, which included an overview of both the Galli's and Dykstra Levee projects, background information, summary of flood damages, project construction data, the construction schedule, construction impacts, and a summary of restoration and public outreach executed by King County. These two projects are sponsored through the Army Corps of Engineers PL84-99 Levee Repair Program. The program funds and gives construction and technical support for levee repair projects. Following inspections by the Corps consultants of the Galli's and Dykstra levees, significant damage was identified, including sinkholes, toe and bank scour, and several oversteepened banks, especially on the Galli's, on the up-stream end. The levees protect multi and single family residential neighborhoods, commercial development around Auburn Way North, and public infrastructure, such as utilities. Member Haugen asked about the bank scour. Scheibner answered the bank scour is bank erosion. The total damage site is 650 feet on the downstream end of Dykstra and the entire Galli's levee is being repair, which is approximately 1,100 feet in length. Scheibner reviewed the levee maps outlining the projects with the Committee. Member Haugen asked how close the buildings on Riverview Drive NE are to the water. Scheibner answered the buildings are within 35 to 50 feet of the water. Scheibner reported the project construction elements will be to re-grade existing bank, re- establish toe and bank protection, revegetate the under slope, and install anchored large wood along the toe. The upper sloped will be revegitated following the project, placing top soil on the upper bank and in Spring 2009 the Corps will complete planting. King County is working with residents to determine if at the top of the levee will be gravel or grass. The construction schedule will commence July 1St and run through November 1St. The hours of construction will be Monday through Friday from 7 a.m. until 5 p.m., as per City code. Scheibner stated most of the property owners have been notified of the permanent fence relocations, providing a total of 15 feet of construction access between the existing access and the relocated fences to do long term operation and maintenance on the levees. There will be temporary fencing at the construction sites in order to prevent public access to the construction areas. In terms of public outreach, the County held a Public Meeting, May 6, 2008, letters were sent to all property owners adjacent to the site in addition to those in the general vicinity who may be affected by the haul routes. Because the approved haul routes have changed, more letters will be sent to property owners who may be affected by the new routes to capture the entire neighborhood. The County went door-to-door to every house on both projects to talk to tenants in case property owners had not contacted them. Letters were left for residents who were not home. Scheibner stated residents had concerns about access to the river and obstruction of their view. Another element of the site-by-site evaluation is documenting the buildings adjacent to the project. The County would also like to document the current condition of the streets on the haul route. This documentation will provide a baseline condition on both the roads and buildings. The Committee asked questions regarding the responses the County received from the residents when the public outreach was conducted. Scheibner answered the residents did have concerns about the relocation of fences but most residents were glad the levees were being Page 2 Public Works Committee Minutes June 16, 2008 repaired, enhancing the flood protection. Residents also had concerns about the vegetation being used in the project. The biggest concern is the possible obstruction of the view of the river. King County will be able to do selective pruning to provide residents with some viewpoints. Chairman Wagner asked if there were any summer school programs being held at the middle school during the time the County will be hauling. Scheibner responded the school administration would need to be contacted to find out about summer programs. Vice-Chair Cerino stated the only entrance affected by the routes would be the main entrance, which is only used for bus service, and that there are three alternative entrances at the school. Member Haugen asked if the County has communicated to property owners the importance and stabilizing properties of the vegetation being used for the project. Scheibner confirmed that the County had communicated with individual property owners. Project Manager Garney stated that trees were primarily planted to work with the National Environmental Protection Act and the two species of fish that are endangered in the river. He stated the Corps, the County, and the City all had some responsibility to make sure shade is provided for the river. Scheibner asked the Committee about the major arterial streets and how to monitor damage, since Auburn Way North and 15th Street currently have a lot of truck traffic. Mayor Lewis answered that details regarding monitoring of arterial and local streets can be worked out with Director Dowdy. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve Right-of-Way Use Permit No. 08-08 for the King County haul route for the Dykstra and Galli's Rehabilitation Projects. Motion carried. Director Dowdy requested a 15 minute recess. Chairman Wagner approved the request and called a 15 minute recess at 4:03 p.m. Chairman Wagner called the meeting back to order at 4:21 p.m. C. PERMISSION TO ADVERTISE FOR PROJECT NO. CP0811, 2008 ARTERIAL PAVEMENT PATCHING Project Engineer Timm responded to Chairman Wagner's question about the hatching indicated on map number four. Director Dowdy confirmed the project is scheduled to open bids on the 10th of July. Director Dowdy asked for the Committee's concurrence to bring forward at the next meeting a request for the Council to give the Mayor authority to award this contract. This would allow a faster turn around for the contract execution and provide more appropriate weather to complete this work during the summer months. The Committee agreed. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council grant permission to advertise for project no. CP0811, 2008 Arterial Pavement Patching. Motion carried. D. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT AG-C-336 WITH THE TRANSPO GROUP INC FOR ENGINEERING SERVICES FOR PROJECT NO. CP0901, 2009 LOCAL STREET PAVEMENT PRESERVATION Chairman Wagner asked how many miles were included in the project. Street Systems Engineer Wickstrom answered approximately 2 miles of mostly rebuilds. Wagner asked if the Page 3 Public Works Committee Minutes June 16, 2008 budget reflected the cost of the rebuilds. Wickstrom confirmed that it does and the cost estimates were conservative. Wagner asked how much of the total cost is required to get to the final design. Wickstrom responded the contract would need to be negotiated to confirm the costs. Wickstrom responded to additional questions from the Committee regarding the project budget. Assistant Director/City Engineer Selle stated a consultant will be working to assist in reviewing the streets in detail and help determine which streets are complete rebuilds verses overlays. This will help define the cost and the design contract. The Committee and Street Systems Engineer Wickstrom continued discussion about the budget and the percent of cost of design verses the percent of cost for construction. It was moved by Vice-Chair Cerino, seconded by Member Haugen, the Committee recommend Council grant permission to enter into consultant agreement AG-C-336 with the Transpo Group Inc for engineering services for project no. CP0901, 2009 Local Street Pavement Preservation. Motion carried. III. ISSUES A. RESOLUTION NO. 4356 ESTABLISHING AN ADOPT-A-STREET/SPOT PROGRAM Engineering Aide Mund presented Resolution No. 4356 to the Committee. Mund explained that upon adoption of the resolution, citizens in Auburn would be able to adopt a street or spot and perform litter removal. The City would then pick up and dispose of the bagged litter. Chairman Wagner asked for clarification on Item J, page 4, of Exhibit A. Mund responded that the item refers to the general liability insurance. The Mayor confirmed. It was moved by Vice-Chair Cerino, seconded by Member Haugen, the Committee recommend the Council adopt Resolution No. 4356 establishing an Adopt-a-Street/Spot Program. Motion carried. IV. DISCUSSION AND INFORMATION A. WEST VALLEY TIB GRANT Transportation Manager Philpot reported Director Dowdy asked staff to research the scope of repair work that could be completed on West Valley Highway with $2 million, in lieu of accepting the TIB grant and using the $2 million as match funds. Philpot provided a memo to the Committee describing the current conditions on West Valley Highway, between Highway 18 and West Main Street. The roadway is two lanes, one lane in each direction. There is a signal with left turn lanes, both with short turn pockets. There is a traffic signal that the City maintains at West Main Street and West Valley Highway, which was installed in 1968. The signal does not have left turn phasing from the north-south direction. Philpot explained the scope of work that was included in the TIB grant. The scope includes widening the roadway, improving median vehicle separation, and adding curb gutter and storm drainage. Philpot stated there were drainage problems primarily caused by existing springs on the hills to the west, which keeps the roadway's subbase wet year-round. Maintenance crews are in the area every 3 days repairing pot holes. The grant project also includes repairing the failing roadway surface. Two-thirds of the cost of repairing the roadway is to bring the roadway up to passenger car standards, the other on-third of the cost is to bring the roadway up to accommodate current truck traffic. Installation of a sidewalk, street lighting, and reconstruction Page 4 Public Works Committee Minutes June 16, 2008 of the signal light at West Main Street and West Valley Highway are also included in the grant project. Philpot discussed the benefits of the grant project, as outlined in the memo. Vice-Chair Cerino asked if the traffic signals at Peasley Canon and at the Highway 18 ramp were under City control. Philpot responded that they were not but staff is trying to work with the State to coordinate those signals with the City of Auburn signals. Chairman Wagner asked if, when the bicycling facility along West Valley Highway is created, there be a fog line. Philpot answered that there would be a fog line, however there would be no markings indicating a bike lane. The shoulder would be considered a bike route and not marking it as a bike lane will help discourage inexperienced cyclists and young riders from using the lane. Chairman Wagner asked if the shoulder along Auburn Black Diamond Road was 3 feet wide. Philpot answered that it is 2-3 feet in width. Transportation Manager Philpot continued to define the benefits of the TO grant project and how it addresses the problems on West Valley Highway. Philpot discussed funding, explaining that $630,000 in traffic mitigation fees are available, and how those funds differ from traffic impact fees. Philpot stated that storm drainage utility funds could potentially be used due to the storm drainage work that was included in the project. This would require policy direction by Council because it could have an impact on Storm Utility fees. Director Dowdy and Finance Director Coleman have discussed this possibility. Transportation Planner Philpot explained the improvements which could be made using just the $2 million and stated making repairs to the roadway alone would cost more than $2 million. Vice-Chair Cerino asked if the proposed sidewalk could be installed without acquiring additional property. Philpot stated additional land would be necessary for the sidewalk to be installed, but the City Sewer utility owns the affected property. Chairman Wagner commented on the amount of storm drainage work included in the project. Director Dowdy stated that the springs on the hillside makes this storm drainage challenge unique, as it is ground water and not storm runoff. Dowdy explained to the Committee how the funds might be budgeted for this project and future projects. The Committee agreed that the benefits of accepting the TIB grant were greater than not accepting the grant funds and that cost sharing the grant with Traffic Mitgation and Storm Utility capital funds would be preferred. Page 5 Public Works Committee Minutes June 16, 2008 B. FULMER PARK ANGLE PARKING Engineering Aide Mund stated at a neighborhood meeting there was a request to add parking at Fulmer Park. The proposal is to add 25 angled parking stalls on 5th Street NE. This would be a gain of 10 to 12 parking spaces. Chairman Wagner asked about cost. Transportation Manager Philpot responded that cost would be minimal. Primarily in-house crews would be doing the work, relocating the fence, grading out the area, and striping the stalls. The Parks Department is in support of the angled stalls. Member Haugen asked if it would be obvious to drivers that the stalls are to be parked at an angle. Mund responded the striping would make it apparent. Philpot added that there would also be a center stripe down the street, providing traffic calming effects. The Committee discussed the width and length of the proposed stalls. The stalls are 9 feet in width and 30 feet in length, the angle is 30 degrees. The Committee supports the proposed parking stall changes. C. ORAVETZ ROAD CLOSURE STATUS AND SCHEDULE Assistant City Engineer Gaub reported Oravetz Road will be closed to complete the final overlay in the location where the Kersey 3 applicants completed a sewer line installation in Summer 2007. The closure will be Monday, June 23`d through Friday, June 27th, weather permitting. If there are delays caused by weather the closure might be extended. D. KERSEY ROAD CLOSURE REQUEST Assistant City Engineer Gaub distributed a memo regarding the request to close Kersey Way SE for a period of 5 weeks, from July 7th through August 10th. Gaub used an aerial map to explain the closure and to identify potential concerns with constructing the roadway under traffic. Kersey Way SE from Oravetz Road SE to 2nd Street E, including the intersection at 53`d Street SE and Kersey Way SE, will be closed to through traffic beginning Monday, July 7th. It is anticipated that the intersection of 53`d Street SE will be reopened to allow southbound traffic on to Kersey Way on July 25th at 7 p.m. The Kersey Way road closure north of 53`d Street SE is expected to continue until August 9th at 7 p.m. Gaub explained the work that is to be done and the benefit of closing the road verses completing the work under traffic, which would have severely disrupted traffic for several additional weeks. To complete the work that needs to be done, the applicants have proposed to have multiple crews working twelve hours per day, from 7 a.m. until 7 p.m., 6 days a week. The Kersey Road closure is scheduled following the Oravetz Road closure and the applicant has been made aware that the Kersey closure can not begin until Oravetz is reopened. The Committee and Gaub discussed sign notification and placement. Page 6 Public Works Committee Minutes June 16, 2008 E. ORDINANCE NO. 6183 ROBERTSON PROPERTIES GROUP - AUBURN GATEWAY PROJECT, SPECIAL AREA (SUBAREA) PLAN ADOPTION, COMPREHENSIVE PLAN TEXT AND MAP CHANGES, ZONING CODE TEXT AND MAP CHANGES, RELATED TO THE NE AUBURN/ROBERTSON PROPERTIES SPECIAL AREA PLAN Chairman Wagner explained that the Committee is reviewing Ordinance No. 6183 and action had been taken by the Planning and Community Development Committee, moving the agenda bill forward to Council. Wagner requested the Committee to present their questions. Vice-Chair Cerino asked if the new sign ordinance changes were in effect in the special district. Principal Planner Dixon stated the sign code being used is the most up to date code, including the recent electronic message center signs and in terms of sign treatment they will be treated in a similar manner as the C-3 zone district. Principal Planner Dixon presented the Committee with an outline of Ordinance No. 6183 and the support materials. Dixon explained the City has been approached by development at the north end of the City, at the south side of South 277th Street and the property owners are interested in pursuing a special area plan. The City has recognized in the Comprehensive Plan the area would be a future special area plan. In 2003-2004 the City was approached by Robertson Properties Group, owner of the Valley 6 Drive-In Theater, about development of their site. The City hired a consultant to undertake the preparation of an Environmental Impact Statement. The City analyzed three different development scenarios for the site. The final Environmental Impact Statement was released in July 2004. Principal Planner Dixon described the support documents the Committee is being asked to consider. The documents include the Special Area Plan Document, which is a subarea plan of the City's Comprehensive Land Use Plan. This plan has its own policies determining how the area would develop and is a document containing policies, objectives, and an implementation section. Related to the Special Area Plan there is a change to the City's Comprehensive Land Use Plan Map. Dixon illustrated the proposed changes using the existing and new maps. Another support document included in Ordinance No. 6183 are all of the changes to the zoning code that would implement a new C-4 mixed use commercial zone specifically for the 60-acre development site. Dixon defined the new C-4 zone for the Committee, highlighting the differences between the C-4 and existing C-3 zones. Dixon showed the Committee the proposed changes to the zoning map. Principal Planner Dixon stated the City has been working with the Robertson Property Group on a development agreement. The agreement is the document that will prescribe financial responsibility for certain road and utility improvements. Dixon discussed the recent changes to the code, as outlined in the agenda bill. The Council is currently being asked to accept the Comprehensive Plan changes, the zoning changes, and the Special Area Plan. The Council would need to review a planned action ordinance and development agreement in the future so they can determine if details about financial responsibility were addressed to the Council's satisfaction. Dixon pointed out that Section 13 of the ordinance acknowledges that the zoning changes, Comprehensive Plan, and Special Area Plan changes are contingent upon execution of a development agreement. Dixon responded to questions presented by Vice-Chair Cerino regarding existing and future floodplain management and related development time constraints. Page 7 Public Works Committee Minutes June 16, 2008 Vice-Chair Cerino moved to support Council adopting Ordinance No. 6183 Robertson Property Group - Auburn Gateway Project, Chairman Wagner seconded. Member Haugen declined support. F. CAPITAL PROJECT STATUS REPORT Item No. 10 - C501A - Urban Center Transportation Improvements: Chairman Wagner asked what work needed to be completed. Senior Project Engineer Helbig answered there is a signal pole, concrete and sidewalk work that still need to be done at 1St Avenue and Auburn Ave. Item No. 17 - C504A - R Street SE Utility Improvements: Chairman Wagner asked if there is an estimated construction start time. Helbig stated if the project is advertised in July as currently planned, utility work would start in early September and work would continue depending on weather and soil conditions. Item No. 21 - CP0634 - 4th Street NE Sewer Force Main: Chairman Wagner asked about the property owners meeting. Senior Project Engineer Helbig responded that the Mayor's office was coordinating the meeting. Item No. 23 - CP0701 - 8th and R Street Traffic Signal: Chairman Wager asked about the status of the mid-design report. Helbig said the report will be presented to the Committee at the July 7th Meeting. Item No. 37 - CP0624 - Well 5 Rehabilitation: Chairman Wagner asked if a consultant was working on the project. Helbig responded that there is currently a consultant and the scope of their contract is in negotiations. Item No. 43 - CP0616 - City Wayfinding Signage: Chairman Wagner stated there was a "Downtown" Department of Transportation wayfinding sign on Highway 18 west bound, at the C Street SW exit and recommended a wayfinding sign be added directing traffic to Downtown at the bottom of the west bound exit. Vice-Chair Cerino asked if the signs were being updated to make them easier to read. Transportation Manager Philpot responded that staff is moving forward with the signs that are already fabricated and will then go back and update the signs that are difficult to read, at the request of the Mayor. ADDITIONAL DISCUSSION G. Chairman Wagner reported there might be a citizen initiated petition regarding traffic calming. Wagner suggested that if there was such a petition that the Committee review the traffic claming projects and how the projects were prioritized. Page 8 Public Works Committee Minutes June 16, 2008 V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:24 p.m. Approved this 7th day of July, 2008. Rich Wagner en ifer RigsbVep Chairman Public Works ent Secretary Page 9