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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.
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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.
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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,
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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
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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.
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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
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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.
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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
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