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HomeMy WebLinkAbout09-15-2008AUBURN WASHINGTON 1. CALL TO ORDER CITY OF AUBURN PUBLIC WORKS COMMITTEE September 15, 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, Maintenance and Operations Manager Randy Bailey, Finance Director Shelley Coleman, Financial Planning Manager Karen Jester, Planning Director Cindy Baker, Assistant City Attorney Stephen King, Principal Planner Elizabeth Chamberlain, Utilities Engineer Cynthia Lamothe, Sanitary Sewer Engineer Robert Elwell, Traffic Planner/Grants Manager Chris Hankins, Engineering Aide Amber Mund, Project Engineer Robert Lee, Lara Kammereck, Project Manager for Corollo Engineers, Citizen Wayne Osborne, 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, September 2, 2008. Motion carried 3-0. B. APPROVE CHANGE ORDER NO. 3 TO CONTRACT NO. 08-14 WITH ICON MATERIALS INC. IN THE AMOUNT OF $33,450.00, FOR A REVISED CONTRACT AMOUNT OF $617,920.00 FOR PROJECT NO. CP0811, 2008 ARTERIAL PAVEMENT PATCHING Assistant City Engineer Gaub reviewed the change order with the Committee. Gaub stated that staff reviewed Howard Road as requested by the committee and determined that most of the repairs can be done with crack sealing but there are portions of the road that need additional patching. Because there are funds available in the patching project Howard Road can be added and the work is currently scheduled for Monday, September 22nd. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve change order no. 3 to contract no. 08-14 with Icon Materials Inc. for project no. CP0811, 2008 Arterial Pavement Patching. Motion carried 3-0. C. APPROVE DESIGN STANDARD REVISIONS TO SECTION 10.01.5 RELATED TO ACCESS TRACTS Assistant City Engineer Gaub provided the Committee clarification of the wording on the agenda bill. Gaub reported the revisions were presented to the Planning and Community Development Committee on Monday, September 8th. At the meeting the requirements for the fire sprinkler Page 1 Public Works Committee Minutes September 15, 2008 systems were discussed and some modification to the wording of the revisions was made to clarify the intent. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee approve the City of Auburn Design Standard revisions to section 10.01.5 related to access tracts. III. ISSUES A. ORDINANCE NO. 6136 AMENDING AUBURN CITY CODE RELATING TO RESTRICTED PARKING ZONES AND LOADING ZONES ON 4T" STREET NE Engineering Aide Mund presented Ordinance No. 6136 to the Committee. Using vicinity maps, Mund outlined the proposed changes to the parking and loading zones. Assistant Director/City Engineer Selle stated amending the parking zones and loading zones on 4th Street NE was previously discussed at the November 13, 2007 Public Works Committee Meeting and it was decided the code was not consistent with the current signage or parking needs in the area. The Committee reviewed the proposed signage shown on the map. Chairman Wagner asked if the school was in agreement with the proposed changes. Aide Mund answered the school district supported the changes. Assistant Director/City Engineer Selle responded to questions asked by Member Haugen regarding the length of the parking zones. Selle explained the length of the parking zone is as it exists in City Code and that portion of the code is not being amended. Member Cerino discussed the current parking situation near Auburn High School. Assistant Director/City Engineer answered questions asked by Member Haugen about location of loading zones. It was moved by Vice-Chair Cerino, seconded by Member Haugen, that the Committee recommend Council approve Ordinance No. 6136 amending Auburn City Code relating to restricted parking zones and loading zones on 4th Street NE. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. PROPOSED PARKING ORDINANCE REVISION FOR PARKING ON LANDSCAPE STRIPS Director Dowdy provided background information on the possible solutions for the existing problem of parking on landscape strips using an aerial map of L Street. There are a number of locations in the City where there are landscape strips; approximately 10 feet in width, on both sides of a narrow street and drivers are parking on the strips. There are some locations where the property owners have placed gravel on the landscape strip, which is not allowed by code. Public Works staff met with both Code Enforcement and the Police Department regarding the parking. The problem is that during the winter months, parking on the grass landscape strips causes mud tracking on the street and torn up landscape strips. One of the solutions discussed, to create parking, was to allow property owners to improve the landscape strip, to an all weather surface capable of serving the landscape needs making it suitable for parking (grass crete option). Director Dowdy answered questions from Chairman Wagner regarding the types of materials that could be used in the improvements and the cost to the property owners. Page 2 Public Works Committee Minutes September 15, 2008 The Committee discussed the pros and cons of the proposed idea. One of the problems is that once a property owner completes the improvements to the landscape strip, any driver can use it for parking, as it is part of the Right-of-Way. Dowdy discussed how the Police Department could determine where parking was allowed and where ticketing would need to occur should council adopt the ordinance implementing the grass crete option. Chairman Wagner asked if restriction signs could be posted to prevent drivers, other than the property owners who paid for the improvements to park. Assistant City Attorney King responded the area in question is for general parking. King discussed the difference between the parking on the landscape strips and other areas where parking is restricted, such as loading zones. Another idea was to create an LID if a neighborhood wanted to make the parking improvements for the length of several blocks. Vice-Chair Cerino stated the LID that would make more sense would be to eliminate the landscape strip, widening the street. Assistant Director/City Engineer Selle commented on the cost of widening the street verses improving the landscape strip. Member Haugen stated her concerns. Mayor Lewis stated that Council has wanted enforcement of the parking ordinances until the ordinance is amended there is no other option than for staff to enforce the law. The Committee discussed the location where problems with parking on the landscape strips are occurring. Chairman Wagner asked how many areas are affected by mud tracking caused by parking on landscaping strips. Assistant Director/City Engineer Selle answered there is not an exact count. The Committee proposed more data be collected and an amendment to the ordinance be made temporarily allowing parking on landscape strips. Mayor Lewis asked what the Committee thought would be an appropriate sunset date. Chairman Wagner answered six months. The Committee discussed potential wording for the ordinance amendment and circumstances to which the ordinance would apply. It was agreed an amended ordinance would be drafted and staff would begin collecting data to present to the Committee. B. ORDINANCE NO. 6198 AMENDING SECTION 17.24.010, 17.24.040, 18.68.030, AND 18.68.040 OF THE AUBURN CITY CODE RELATING TO THE ROLE OF THE PLANNING COMMISSION IN CODE AMENDMENTS Member Haugen asked if there was a particular purpose for the proposed amendments. Chairman Wagner answered it was to make the permit process more expedient. Chairman Wagner and Vice-Chair Cerino voiced their support of Ordinance No. 6198. Member Haugen declined support. C. 2009 ROAD CLOSURE AND DETOUR FOR PROJECT NO. C504A, R STREET UTILITY IMPROVEMENTS Project Engineer Lee provided a brief update on the project. There was a PowerPoint presentation outlining the potential road closures for committee comment. The first closure discussed was 21St Street, between R Street SE and M Street SE for potentially 28 calendar days. Lee reviewed the map which showed the closure and potential detour routes. Project Engineer Lee responded to questions from the Committee regarding access for local traffic, signage, and likely increase in traffic on side streets. Page 3 Public Works Committee Minutes September 15, 2008 The second closure discussed is located at the intersection of R Street SE and 21St Street for up to 3 calendar days. Lee reported this is a difficult closure and there may be an opportunity to perform the work at night. Lee answered questions asked by Member Haugen about detouring traffic and the use of flaggers. Mayor Lewis stated there are a number of residences in the area and night work may not be an option. The third closure discussed is located at the intersection of M Street SE and 21St Street SE for up to 3 calendar days. The fourth closure discussed was M Street SE between 17th Street SE and 21St Street SE for potentially 28 calendar days. The fifth closure discussed was 17th Street SE between K Street SE and M Street SE for potentially 14 calendar days. Because of the utility location, this closure may be able to be done as a one lane road, however it would increase the time it will take to complete the work beyond the 14 calendar days. The Committee indicated that closing one side of the street would be preferable to a full closure of the road. The sixth closure discussed is located at the intersection of 17th Street SE and M Street SE for up to 3 calendar days. Chairman Wagner asked if the work could be done over the weekend. Project Engineer Lee answered that could be an option. Mayor Lewis recommended a 24 hour work schedule to complete the work as soon as possible over a weekend to limit the impact of this closure. The seventh closure discussed was 21St Street SE between K Street SE and M Street SE for potentially 14 calendar days. This work can likely be performed as a one lane road rather then a full closure. Mayor Lewis commented on what condition Howard Road would be in following the increase in traffic because of detours and requested that staff review this in the project scope. Chairman Wagner asked how many weeks total will be affected by the closures. Lee answered approximately 4 months. Project Engineer Lee stated the closures will not occur at the same time, with the exception of the intersection closures, and not necessarily in the sequence presented. D. WATER COMPREHENSIVE PLAN BRIEFING Water Utility Engineer Lamothe introduced the consultant Lara Kammereck, Project Manager with Corollo Engineers. Lamothe stated Corollo Engineers was the primary consultant for the plan and Roth Hill a secondary Consultant. Using a flow chart, Project Manager Kammereck explained to the Committee how the plan is being developed. Chairman Wagner asked how many years are covered by the plan. Kammereck answered then historical data that is looked at starts in 2001 and covers through 2007 and then the plan covers until 2028. Project Manager Kammereck answered questions asked by Chairman Wagner regarding how future water demand is calculated. Water Utility Engineer Lamothe stated staff and the consultant are currently in the process of calculating future water demand. Mayor Lewis Page 4 Public Works Committee Minutes September 15, 2008 responded to questions asked by the Committee regarding the future water demands of the Muckelshoot Indian Tribe. Water Utility Engineer Lamothe reminded the Committee that the purpose of the discussion is to give the Committee a broad overview of the plan and specific information would be presented at a later date. Lamothe reviewed the key objective of the plan with the Committee, which is to be sure staff has enough firm data so the system can be analyzed and a Capital Improvement Program developed. Lamothe described the types of data being gathered. Chairman Wagner asked for a detailed list that lists the data source. Chairman Wagner said that policy direction should be determined early to avoid wasting engineering time. Lamothe continued to update the Committee about where staff is in the process of developing the plan. Lamothe stated currently the system analysis is being performed. Chairman Wagner asked when policy direction and system analysis could be discussed with the Council and suggested specific details be further discussed at the next Council of the Whole on Monday, September 29, 2008. Project Manager Kammereck continued, discussing the new tools that can be developed to be used for future analysis. They include the Hydraulic Model, Supply Analysis and Model, and Integrated CIP. Kammereck explained how each interactive tool operates and fielded questions from the Committee about the tools' specific benefits. Kammereck stated, following the meeting on September 29th, the consultant team wants to put together a draft plan that would cover three main areas of discussion for the Public Works Committee: policy and criteria, future water supply analysis, and system analysis. Kammereck outlined the process the draft plan will go through upon completion prior to City approval of the agency approved draft. Kammereck went on and described how the final plan is generated and its approval process. Kammereck responded to questions asked by Chairman Wagner about the role the Department of Health has in the process. . Water Utility Engineer Lamothe reiterated the key objectives and the next steps that will be taken in the development of the water comprehensive plan. The Committee determined the information should be further discussed at the September 29th Committee of the Whole Meeting. Page 5 Public Works Committee Minutes September 15, 2008 E. DRAFT 2009/2010 CAPITAL BUDGET FOR THE PUBLIC WORKS DEPARTMENT Finance Director Coleman and Financial Planning Manager Jester initiated the discussion of the Draft Capital Budget for the Public Works Department. Arterial Streets Chairman Wagner asked if the projects listed in the budget were the same as the projects listed in the Transportation Improvement Program. Jester answered they are exactly the same. Mayor Lewis and Finance Director Coleman responded to questions asked by Chairman Wagner regarding bond and grant funding. Mayor Lewis stated if there is no improvement in the economy that any bonds for 2009 and 2010 may need to be delayed a year or two. Chairman Wagner asked about the budget for Item 26, Metro Shuttle. Wagner asked if the budget was entirely capital. Director Coleman responded it was operating cost. Chairman Wagner recommended the item remain on the Transportation Improvement Program, but removed from the Capital Budget. Finance Director Coleman stated she would review the item. Water Additional spreadsheets were distributed to the Committee. Chairman Wagner asked the significance of the gray highlighting on the new spreadsheets. Coleman responded the gray areas marked projects that were delayed in order to bring more urgent projects forward. Director Dowdy emphasized the projects were deferred, not canceled. Chairman Wagner asked how Item 2, Lakeland Hills High Zone Reservoir related to correcting fire flow. Utility Engineer Repp answered the project addressed the problem with fire flow as well as helping meet pressure for domestic supply. Repp responded to comments made by Chairman Wagner regarding fire flow policy. Repp recommended the data from the updated Water Comprehensive Plan be reviewed prior to any decisions about fire flow be made. Chairman Wagner agreed. Utility Engineer Repp provided the Committee with background information on item 4, Lakeland Hills Booster Pump Station at Chairman Wagner's request. Current capacity of the station for fire flow is not meeting demand and that is the primary reason for moving to upgrade the facility. There is also difficulty meeting systems pressures on the domestic side with the existing pumps. Repp recommended the project be moved forward for those reasons. Repp discussed the events that lead to the pump station's ineffectiveness. Chairman Wagner recommended the project description be reworded to better support the need for the proposed water utility rate increases. Repp and Finance Director Coleman answered questions asked by Chairman Wagner regarding the budget for item 6, Annual Repair and Replacements. Chairman Wagner asked about the status of item 13, Les Gove Waterline Replacement. Utilities Engineer Repp answered the reason why a full system replacement is being looked at for the Les Gove area is because it is uncertain the system can withstand the scheduled street construction. Assistant Director/City Engineer stated this is a project that staff does not believe can be deferred. The Committee further discussed the scope of the project and the age of the current system. Chairman Wagner asked if the proposed rate increases included being able to fund the project. Finance Director Coleman replied they do. Page 6 Public Works Committee Minutes September 15, 2008 Utilities Engineer Repp provided the Committee with additional background on item 21, Water Supply Charges and the calculation of fee. Director Dowdy stated the charges would be in lieu of the City having its own water rights and wells to operate. Mayor Lewis and Director Dowdy answered questions asked be Member Haugen about item 24, City Hall Annex Lease. Sewer Utilities Engineer Repp gave the Committee detail as to what is being replaced in item 8, 2009 Pump Station Replacement. Chairman Wagner recommended the replacements at the two pump stations be two different projects. Chairman Wagner asked for additional information about item 10, Les Gove Area Improvements. Repp stated that the condition of the system is such that staff does not believe it will be able to sustain through the scheduled road construction. Chairman Wagner asked if the side sewers need to be replaced as well as the main line. Assistant Director/City Engineer Selle said typically when the line is replaced the portion of the side sewers within the right-of- way are replaced as well. Storm Utilities Engineer Repp reviewed the funding sources for item 5, 15th Street Culvert Replacement with the Committee Chairman Wagner asked which area item 4, North Central Storm Pond, serviced. Repp answered that the project would improve drainage in the airport area and northward. Repp further explained that flooding is a regular problem during large storm events and the proposed project would be designed to address that issue. Chairman Wagner asked if property would need to be purchased. Director Dowdy answered the City already owns the property. Repp briefed the Committee on the project detail and status for item 6, Downtown Storm Water Quality Facility. Repp stated there are other more urgent projects that need attention at this time. The Committee discussed the condition of the buildings and their structural integrity of the White River Storm Pump Station. Repp described the existing problems at the station for the Committee. Repp distributed pictures highlighting the problems. Utilities Engineer Repp clarified the budget for item 20, SOS Utility Improvements for the Committee and discussed how the budget is determined using SOS Program vicinity maps provided by Street Systems Engineer Wickstrom. Chairman Wagner asked about the schedule for item 25, West Valley Highway Improvements. Assistant Director/City Engineer Selle stated a grant has been awarded however in order to balance the budget, the project was deferred. Chairman Wagner asked if the grant monies could be deferred. Selle answered they could. Assistant City Engineer Gaub discussed the schedule for the project. Page 7 Public Works Committee Minutes September 15, 2008 Equipment Rental Maintenance and Operations Manager Bailey briefed the Committee on the project description for item 3, VHF Radio System Upgrade. There are currently VHF radios in City vehicles. The remaining radios are used with phone lines. If phone service is disrupted, the radio system goes down. Staff wants to move to a system the City controls so that no matter what happens staff can still communicate with one another. Bailey answered questions asked by Member Haugen about the maintenance of the radio system and its cost effectiveness. F. ORDINANCE NO. 6204 AMENDING AUBURN CITY CODE SECTIONS 13.60.360 AND 13.48.100 PERTAINING TO UTILITY RATES Chairman Wagner asked why the rate increase was not the same for wholesale customers. Utilities Engineer Repp answered it is due to an existing agreement with the wholesale customer. Chairman Wagner asked the agreement be brought to Committee for review. Finance Director Coleman responded to questions raised by the Committee on the utility rates and how they are calculated for single-family versus multi-family. Coleman state the rate increases in storm and water mirror the rate increase planned for sanitary sewer and are subject to change based on the findings of the Water Comprehensive Plan and Utility Rate Study. G. CAPITAL PROJECT STATUS REPORT Item 23 - CP0634 - 4`h Street NE Sewer Force Main: Chairman Wagner asked about the project budget. Director Dowdy answered staff is working on several estimates at the request of the residents. Assistant City Engineer Gaub stated the budget figures have not been updated since the neighborhood meeting and would be revised once a project scope is determined. Item 30 - Lakeland Hills Reservoir Improvement: Utilities Engineer Repp answered questions about the project's scope of work asked by Member Haugen. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:58 p.m. Approved this 6th day of October, 2008. Rich Wagner ifer igs Chairman 7/ Public Works File: 17.2 nt Secretary Page 8