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HomeMy WebLinkAbout09-02-2008CITY OF - WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE September 2, 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, and announced Vice- Chair Cerino would be arriving shortly. The Committee agreed the meeting should proceed as scheduled. 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, Planning Director Cindy Baker, Finance Director Shelley Coleman, Fire Marshall Jeff Stottlemyre, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Maintenance and Operations Manager Randy Bailey, Financial Planning Manager Karen Jester, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Project Engineer Robert E. Lee, III, Transportation Planner Joe Welsh, Transportation Planner/Grants Manager Chris Hankins, Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Sanitary Sewer Engineer Robert Elwell, Water Utility Engineer Cynthia Lamothe, Storm Drainage Engineer Tim Carlaw, Planner Chris Andersen, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee approve the Public Works Committee minutes for date, August 18, 2008. Motion carried 2-0. B. RIGHT-OF-WAY USE PERMIT NO. 08-16 FOR PARKS, ARTS, AND RECREATION DEPARTMENT VETERANS DAY PARADE Engineering Aide Mund reviewed the vicinity map outlining the Veterans Day Parade route with the Committee. Mund stated the route is the same as the previous years. Chairman Wagner asked if dignitaries are going to be allowed to park on Park Avenue. Mayor Lewis requested the Parks, Arts, and Recreation Department be reminded that there is to be access to Park Avenue for dignitaries. Engineering Aide Mund answered questions posed by Member Haugen regarding the traffic control plan and location of police officers, explorers, and signage to redirect traffic. It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee approve Right-of-Way Use Permit No. 08-16 for Parks, Arts, and Recreation Department Veterans Day Parade. Motion carried 2-0. Page 1 Public Works Committee Minutes September 2, 2008 C. RIGHT-OF-WAY USE PERMIT NO. 08-26 FOR PARKS, ARTS, AND RECREATION DEPARTMENT SANTA PARADE Chairman Wagner asked about traffic being allowed through during breaks in the parade. Mayor Lewis explained that traffic is allowed through and intersections are reopened as the end of the parade moves past the intersection. It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee approve Right-of-Way Use Permit No. 08-26 for Parks, Arts, and Recreation Department Santa Parade. Motion carried 2-0. D. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-340 WITH CASNE ENGINEERING INC FOR ENGINEERING SERVICES FOR PROJECT NO. C524A, SCADA SYSTEM IMPROVEMENTS Project Engineer Lee distributed copies of the project scope of work to the Committee. Lee explained the scope of work had been revised, eliminating several items from the original contract. Lee reported the consultant has already completed several items from the original contract. Chairman Wagner asked the amount of the original contract. Lee answered the original contract was for $335,000.00 and the revised contract is for $105,000.00 and $97,100.00 of the original contract has been spent to date. Chairman Wagner asked when the scope of work would be complete. Lee answered, by December 2008. The Committee reviewed the scope of work and Project Engineer Lee outlined the tasks that have been completed. Chairman Wagner asked if all of the recommended updates would have to be made or if staff will have the ability to choose which facilities will be upgraded, prioritizing the recommendations. Lee answered upgrades can be made based on staff's decision as funds are available. The consultant will evaluate what the City's software needs are at each site and determine which sites are incompatible with the new software. It was moved by Vice-Chair Cerino, seconded by Member Haugen, the Committee recommend Council grant permission to enter consultant agreement no. AG-C-340 with Casne Engineering Inc. for engineering service for project no. C524A, SCADA System Improvements. Motion carried 3-0. E. PERMISSION TO AWARD CONTRACT NO. 08-16 FOR PROJECT NO. CP0812, 2008 CITYWIDE ARTERIAL CRACK SEAL TO DOOLITTLE CONSTRUCTION ON THEIR LOW BID OF $72,975.00 Chairman Wagner asked why R Street SE was on the list when we just completed improvements to the roadway. Senior Project Engineer Helbig answered R Street had been patched in the worst locations and now required crack sealing in those areas that patching was not done. Chairman Wagner asked if Howard Road as it leaves Auburn Way S could be included via a change order. Helbig responded he would review the location, project funding, and the possibility of inclusion. Page 2 Public Works Committee Minutes September 2, 2008 It was moved by Vice-Chair Cerino, seconded by Member Haugen, the Committee recommend Council grant permission to award contract no. 08-16 for project no. CP0812, 2008 Citywide Arterial Crack Seal to Doolittle Construction on the low bid of $72,975.00. Motion carried 3-0. III. DISCUSSION AND INFORMATION A. REVISED STANDARDS RELATED TO IN-FILL RESIDENTIAL DEVELOPMENT Assistant City Engineer Gaub reviewed the memo and proposed revisions and staff recommendations related to residential in-fill development. Staff has been discussing guidance for half-street improvements and standard revisions for access tracts with the Planning and Community Development Committee. The discussion has been focused on the development of one single family home either in a vacant lot or in a short platting action. After several meetings, staff is submitting recommendations for changes to the design standards and a policy guidance document for how staff would implement the half-street standards in these situations. The Committee further reviewed the information provided by Assistant City Engineer Gaub. Chairman Wagner asked how far a residence could be from a hydrant that could also allow the reduction of the pavement width to 20 feet rather than just the sprinklers requirement. Fire Marshall Stottlemyre answered 450 feet. Wagner asked that the hydrant distance requirement be included in the proposed revisions to the design standards. Vice-Chair Cerino asked if an area is marked as a fire lane is parking eliminated. Stottlemyre answered yes. Assistant City Engineer Gaub responded to questions regarding pedestrian pathways, asked by Member Haugen. The pathway width is intended to be in addition to the pavement width. Chairman Wagner asked for the phrase "in the foreseeable future," used in the proposed half- street policy be changed to "six years." The Committee and staff concurred. Wagner also asked that the phrase "future right-of-way needs" be changed to "six years." Assistant Director/City Engineer Selle discussed various drainage factors that need to be considered by staff when reviewing half-street requirements. Chairman Wagner asked that the word "prudent" be replaced with "reasonable." Chairman Wagner asked updates to the proposed changes be made as requested and reviewed by the Planning and Community Development Committee prior to being brought back to the Public Works Committee for approval. B. RESOLUTION NO. 4376 APPROVING AND AUTHORIZING AGREEMENT NO. AG-C-338 WITH BHC CONSULTANTS, LLC TO ASSIST THE CITY IN THE REVIEW, EVALUATION, AND UPDATE OF CITY DEVELOPMENT REGULATIONS AND DESIGN STANDARDS Planner Andersen presented Resolution No. 4376 to the Committee. Andersen explained late in 2007, Council determined the development code required review and update. BHC Consultants, LLC assisted staff in that project. In early 2008, Council decided a broader review was in order and agreement no. AG-C-338 provides for the broader review the Council envisioned. Andersen discussed the two phases of the scope of work, the first phase focusing on residential zoning, development regulations, and the street and storm water design standards and the second phase focusing on the remaining development regulations and design standards. Chairman Wagner asked if funds had already been spent on the project. Andersen answered approximately $75,000.00 of the original $90,000.00 was expended on the previous agreement, Page 3 Public Works Committee Minutes September 2, 2008 AG-C-315. Mayor Lewis asked if the review was covering the quasi-judicial. Chairman Wagner responded that is was. The Committee discussed the work that had been performed in the first contract verses the new contract and costs. Finance Director Coleman and Planner Andersen answered questions regarding funding for the contract and budgeting. Coleman stated Planning Director Baker reported funds were available in the 2008 budget. Planner Andersen provided the Committee further clarification on the phases outlined in the contract. The Committee reviewed the details of the scope of work. Chairman Wagner asked questions about the work completion date. Andersen responded the completion date was July 15, 2009 and has been pushed back to September 15, 2009. Chairman Wagner stated it was his understanding that the Council would not relinquish quasi-judicial power until the work was completed. The Committee concurred. Chairman Wagner recommended completion date be renegotiated and moved forward. Andersen responded the elements of the contract relating to the quasi-judicial situation could be prioritized and completed first. Mayor Lewis stated the first product of the contract was scheduled to be completed in July 2009 and that date should not change. Mayor Lewis further explained the quasi-judicial function and the scope of work outlined in the agreement. The Committee discussed the details of the scope of work included in the agreement. The Committee commented that there may need to be a greater level of administrative flexibility regarding the design standards. Planner Andersen answered questions asked by Chairman Wagner regarding the tasks, phases, and processes of the consulting work. Chairman Wagner requested a Gantt chart outlining a sequenced timeline for the tasks with concentration on the review process and review groups. Chairman Wagner asked that there be more specificity included on Page 16, Item C of the agreement. Assistant Director/City Engineer Selle stated, as the agreement is currently written, the biggest focus is looking for inconsistencies broadly across all the various codes and not developing new standards. The Committee reviewed Page 12, Items B and C. Selle recommended the scope of work be made clearer that the codes need to be reviewed for consistency and completeness. Mayor Lewis stated the primary focuses are those items that are related to quasi-judicial and if that does not work out, the agreement may have to be broken into two different contracts. The Committee discussed the peers being used in the comparison, as described on Page 16 of the agreement. Chairman Wagner stated the consultant needs to assign the correct peers for specific task in order to have an accurate comparison. C. UTILITY CAPITAL PROGRAM AND INTERIM RATE STUDY - DISCUSS DRAFT CAPITAL PROJECT PLANS FOR WATER, SEWER, AND STORM DRAINAGE UTILITIES AND UTILITY RATES NEEDED TO SUPPORT THE CAPITAL PROGRAM Utilities Engineer Repp and Financial Planning Manager Jester distributed revised budget information for the Water, Sanitary Sewer, and Storm Drainage Utilities to the Committee. Finance Director Coleman gave an overview of the memo proposing Utility Fund rate increases. Director Coleman described that rate increases are required in order for the City to maintain minimum debt service ratios. Coleman also commented that in 2009 the City will have paid off the 1999 Utility System Revenue Bond but the utility budgets are struggling with increasing operating expenses which are having a negative affect on the debt service ratios. Director Page 4 Public Works Committee Minutes September 2, 2008 Coleman further noted that the proposed rate increases will not support the proposed capital improvement projects and that a bond issue in 2010 will be needed to complete proposed work. Chairman Wagner asked if Storm has a programmed increase. Coleman responded it does not and the last time Storm was increased was by an Ordinance passed in 2004 which scheduled a rate increase in 2005, 2006, and 2007. The Ordinance did not increase the rate beyond 2007. The Committee discussed the funds and how they are distributed between project costs and operational costs. The proposed rate increases are necessary to cover operational costs. The City's options are either to increase revenue or cut operational costs. Water Utility Division: The Committee reviewed the line item detail for Operating Expenses, Services and Charges account. Director Dowdy and Utilities Engineer Repp answered questions presented by the Committee regarding expenses pertaining to acquisition of water rights. Chairman Wagner commented on the cost incurred by the City for the purchase of electricity. Mayor Lewis reminded the Committee that some of the current budget troubles are due to the increased cost of utilities. Member Haugen asked what the funds in the travel account were used for and Director Dowdy responded funds were used for required staff training particularly related to required certifications. Utilities Engineer Repp added the majority of classes for certification of Maintenance and Operations staff is out of town and necessitate overnight travel. Utilities Engineer Repp answered question posed by the Committee regarding the dues for regional water organizations/associations and the importance, legislatively, of the City's continued membership. Financial Planning Manager Jester reviewed the budget summary page for the Water Utility Division with the Committee. Jester discussed debt service charges and depreciation and stated the debt is split between the Water and Storm Drainage budgets Member Haugen asked how much more the average water fees would be with the proposed rate increase. Financial Planning Manager Jester answered the average single-family residence increase would change from $21.51 per month to $22.81 per month. Storm Drainage Utility Division: The Committee reviewed the budget summary. The Committee then reviewed the line item detail for Operating Expenses, Services and Charges account. Chairman Wagner asked if other City's in the area were checking for West Nile Virus. Utilities Engineer Repp confirmed that there were other City's that continued testing for West Nile. Utilities Engineer Repp answered questions asked by Chairman Wagner regarding Storm Station Upgrades, under the Repairs and Maintenance account. The Committee discussed Dump Fee Charges. Chairman Wagner asked what action needed to be taken by Committee regarding the proposed rate increases. Financial Planning Manager Jester stated an Ordinance would be brought to the Public Works and Finance Committees, then on to City Council on October 6, 2008. Mayor Lewis commented the rate increases would be subject to change, per Council, based on the fee rate study, when completed. Page 5 Public Works Committee Minutes September 2, 2008 D. DRAFT 2009/2010 BUDGET FOR THE PUBLIC WORKS DEPARTMENT Street Division: The Committee briefly reviewed the overview, objectives, and supporting budget work forms. Financial Planning Manager Jester provided clarification regarding Annexation Start Up Utilities Costs. Chairman Wagner asked what the charges from Burlington Northern Railroad pertained to and Maintenance and Operations Manager Bailey answered that they were the charges for replacement of the arms at railroad crossings. Arterial Streets (Special Revenue Funds): The Committee briefly reviewed the overview, objectives, and supporting budget work forms. Finance Director Coleman answered questions regarding the "Transfer In" line item on the budget summary sheet. Director Dowdy and Assistant City Engineer Gaub responded to questions regarding line item "Intergovernmental Public Works Trust Fund." The funds allocated in 2009 in the line item are for project no. CP0611, Harvey Road and 8m Street NE. The Committee discussed the bond for arterial streets. The Committee discussed funding for TIP # 14, West Valley Highway Improvements (SR 18 to West Main Street). Sanitary Sewer Utility Division: Mayor Lewis spoke briefly regarding the size and scope of some of the larger projects and their importance. Chairman Wagner responded projects scheduled in 2010 need to be reviewed by the Committee. Equipment Rental: Maintenance and Operations Manager Bailey responded to questions from Chairman Wagner regarding the building update and increase in office work space at the Maintenance and Operations facility. Mayor Lewis and Finance Director Coleman responded to questions regarding Equipment Rental and maintenance. Mayor Lewis asked the Committee if there were any objections to the projects listed in the budget or the cost of the projects. Chairman Wagner answered his concern was the timing of the projects and not the cost. Vice-Chair Cerino and Member Haugen concurred. Mayor Lewis verified that the projects that are absolutely necessary will be reflected in the proposed budget brought to Council for approval. Public Works Department (Engineering): The Committee reviewed the objectives for 2009- 2010. Director Dowdy responded to questions from Chairman Wagner regarding the M Street SE Grade Separation Project. Chairman Wagner asked if the LID on H Street SE would continue following the departure of Transportation Manager Philpot. Assistant Director/City Engineer Selle responded, work is continuing on the LID. The Committee discussed a long range program to secure financing for arterial street system preservation and the inclusion of truck impact fees. Chairman Wagner suggested a separate item be added for the truck impact fees to the objectives. Director Dowdy suggested adding a fees system to support truck routes. Chairman Wagner concurred. Director Dowdy and Assistant Director/City Engineer responded to questions asked by Chairman Wagner about the last objective, coordinating with the City of Kent the annexation/deannexation of boundary right-of-way for public safety and continuity of responsibility. The Committee, Director Dowdy, Assistant City Engineer Gaub and Financial Planning Manager Jester discussed the budgets for salaries and benefits as they relate to the creation and filling of new positions and the annexation areas. Financial Planning Manager Jester explained the Facilities Fund for internal services to the Committee. Chairman Wagner asked where internal services were charged to prior to the Page 6 Public Works Committee Minutes September 2, 2008 creation of the Facilities Fund. Jester answered the General Fund, under part of the Human Resources budget. Assistant Director/City Engineer Selle responded to questions regarding the variance in the cost of training for the Engineering Division versus that of Maintenance and Operations. E. ORDINANCE NO. 6201 AMENDING ORDINANCE NO. 6066, THE 2007-2008 BIENNIAL BUDGET ORDINANCE AS AMENDED BY ORDINANCE NOS. 6086, 6092, 6103, 6119, 6124, 6127, 6128, 6132, 6133, 6144, 6145, 6164, 6168, 6179, AND ORDINANCE NO. 6180 AUTHORIZING AMENDMENT TO THE CITY OF AUBURN 2007-2008 BUDGET AS SET FORTH IN SCHEDULE "A" The Committee is in concurrence with Ordinance No. 6201. F. ORDINANCE NO. 6196 VACATING RIGHT-OF-WAY OF A PORTION OF SE 304T" STREET AND A PORTION OF 132ND AVENUE SE (Revision and possible separation of proposed vacated areas) Transportation Planner Welsh reported to the Committee that the City has not yet secured a second appraisal of the property. There are currently two bids, one for $3500.00 and the other is for $5,500.00. The Committee agrees that a second appraisal needs to be completed even if it has to be at the City's expense. Transportation Welsh will address the Committee regarding Ordinance No. 6196 following the requested second appraisal. G. CAPITAL PROJECT STATUS REPORT Item 11 - CP0635, 2007 Gateway Project, M Street SE: Member Haugen asked when the sign would be complete. Senior Project Engineer Helbig answered by the end of September 2008 and is currently waiting on the fabrication of the metal. Item 22 - CP0634, 4th Street NE Sewer Force Main: Director Dowdy briefed the Committee on the outcome of the neighborhood meeting held August 19th. Dowdy stated that the Sanitary Sewer Engineer has been asked to review the options that may or may not be feasible based on the property owners' suggestions. Staff is working on a survey to be mailed out this week to poll the neighborhood on the options provided. Chairman Wagner asks how much has been spent on the project. Helbig answered approximately $20,000.00 - $25,000.00, primarily costs related to staff time. Item 28 - CP0760 Auburn Way N Pedestrian Crossing and Item 29 - CP0741, A Street SE Pedestrian Improvements: Chairman Wagner asked if the projects could be completed with the onset of winter. Senior Project Engineer answered both projects could be completed by year's end. Item 40 - SR 164 Corridor Study: Chairman Wagner asked is staff would be reviewing the proposal. Director Dowdy responded Transportation Planner/Grants Manager Hankins has been provided copies. Page 7 Public Works Committee Minutes September 2, 2008 ADDITIONAL DISCUSSION A. Director Dowdy stated Mayor Lewis asked the Committee be made aware of a new potential C- curbing being installed on C Street SW, in conjuncture with the Marvel Food and Deli development. Transportation Planner Welsh illustrated the location of the C-curbing and turn movements using a vicinity map. The C-curbing would be installed to prevent right-angle accidents from occurring. The applicant was informed the driveway would be access restricted at the beginning of their project. Staff had also previously discussed with the applicant the possibility of obtaining cross access easements from the Longhorn property which they were unsuccessful at obtaining. The Committee was not opposed to the use of "C" curb in association with this development. B. Director Dowdy stated it was brought to the staff's attention late last week that King County is not following the design submitted to the City under City permits for the roundabout being constructed at the intersection of 124th and 304th in Lea Hill. The construction of the roundabout is part of the annexation agreement. Using photographs and the drawing of the submitted design, Assistant City Engineer Gaub described to the Committee the various design elements that differed from the approved design. Director Dowdy said the Mayor is asking for the Committee's support in writing a memo of protest to King County. The Committee concurred with the Mayor's proposal should it become necessary to obtain a safe and durable project and gave their full support. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:37 p.m. Approved this 15th day of September, 2008. Rich Wagner Chairman DRD/jr File: 17.2 Page 8