HomeMy WebLinkAbout10-20-2008
~c CITY OF AUBURN
CITY OF * PUBLIC WORKS COMMITTEE
October 20, 2008
WASHINGTON
1. CALL TO ORDER
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 and Member Virginia Haugen. Also present during the
meeting were: Director Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City
Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Water
Utility Engineer Cynthia Lamothe, Strom Drainage Engineer Tim Carlaw, Sanitary Sewer Engineer
Robert Elwell, Construction Manager Larry Dahl, Project Engineer Robert Lee, Street Systems
Engineer Seth Wickstrom, Assistant Planning Director Kevin Snyder, Planner Chris Andersen,
Office Assistant Heather Mustain, Citizen Wayne Osborne, and Department Secretary Jennifer
Rigsby.
Vice-Chair Cerino was absent from the meeting. His absence was excused.
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, October 6, 2008.
Motion carried, 2-0.
B. APPROVE FINAL PAY ESTIMATE NO. 3 TO CONTRACT NO. 07-10 IN THE AMOUNT OF
$25,183.40 FOR THE TOTAL CONTRACT PRICE OF $643,925.03 WITH RODARTE
CONSTRUCTION INC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0730, 2007
PAVEMENT PRESERVATION - 6T" STREET SE REHABILITATION
Project Engineer Lee reviewed the Change Orders for the project with the Committee. Change
Order No. 1 was for an upgrade to the catch basins. Change Order No. 2 was to install a
conduit for future ITS. Change Order No. 3 was an emergency storm improvement to address
a flooding situation. Member Haugen asked for the total for Change Order No. 1. Lee
answered the total was $39,569.00.
The Committee had no further questions.
It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee
recommend Council approve final pay estimate no. 3 to contract no. 07-10 with Rodarte
Construction, Inc. and accept construction of project no. CP0730, 2007 Pavement Preservation
-6 th Street SE Rehabilitation.
Motion carried, 2-0.
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Public Works Committee Minutes October 20, 2008
C. APPROVE FINAL PAY ESTIMATE NO. 14 TO CONTRACT NO. 05-06 IN THE AMOUNT OF
$641.19 FOR THE TOTAL CONTRACT PRICE OF $3,623,069.07 WITH RODARTE
CONSTRUCTION INC AND ACCEPT CONSTRUCTION OF PROJECT NO. C9056, AUBURN
WAY SOUTH SEWER - PHASE I
Sanitary Sewer Engineer Elwell reported the project has been substantially complete for some
time and the contractor had to remove some stock piled dirt prior to acceptance of the project.
The Committee posed no questions.
It was move by Member Haugen, seconded by Chairman Wagner, that the Committee
recommend Council approve final pay estimate no. 14 to contract no. 05-06 with Rodarte
Construction, Inc. and accept construction of project no. C9056, Auburn Way South Sewer -
Phase I.
Motion carried, 2-0.
D. APPROVAL FOR REIMBURSEMENT OF ELECTRICITY COSTS FOR STREET LIGHTS
RELATED TO THE EAST POINT PLAT DEVELOPMENT
Assistant City Engineer Gaub explained when the East Point Plat developer set up the street
lights they did not set them up under the City account, but rather an account under the
developer. The developer then transferred service to the Home Owners' Association at the
point of 50% plus 1 occupancy of the plat. The Home Owners' Association thought they had
been paying an electric bill for a specific residence but the bill in question was for the meter for
the street lighting. The system was built to City standards and accepted. The proposal from
staff is to be consistent with the policy on utility reimbursements or charges and allow a three
year reimbursement of the cost to the Home Owners' Association. Chairman Wagner asked if
the three year reimbursement policy was consistent with State law. Director Dowdy answered
Finance Director Coleman indicated the utility policy is consistent with State guidelines. The
Committee concurred a three year reimbursement was adequate.
It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee
recommend Council approve the reimbursement of electricity costs for street lights related to
the East Point Plat Development.
Motion carried, 2-0.
111. ISSUES
There were no issues for action.
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Public Works Committee Minutes October 20, 2008
IV. DISCUSSION AND INFORMATION
A. COMPREHENSIVE WATER PLAN POLICIES AND CRITERIA
Water Utility Engineer Lamothe presented the Committee with the Draft Water Comprehensive
Plan Update, Chapter 3 Policies and Criteria and matrix which outlined the proposed updates.
Lamothe gave the Committee some background information regarding the update process.
Chairman Wagner asked when the final draft would be presented for review. Lamothe
answered by the end of 2008.
The Committee reviewed the chapter with Water Utilities Engineer Lamothe and Utilities
Engineer Repp.
Water Utilities Engineer Lamothe responded to questions from Chairman Wagner regarding the
acceptance of satellite water systems. Chairman Wagner discussed the satellite water system
in Braunwood with Utilities Engineer Repp. Repp explained the planning perspective for
satellite water systems. The City does not plan for satellite systems as part of the City
infrastructure because they are private water systems, monitored and regulated by the State.
The Committee discussed possibly restricting the acceptance of satellite water systems. Repp
reviewed the current City policy regarding satellite water systems with the Committee.
Chairman Wagner recommended more expansive explanation about satellite water systems in
the Introduction. Director Dowdy stated, on page 3-8, there is additional reference to satellite
water systems.
Referring to page 3-2, Chairman Wagner asked for a more specific definition for the term "firm
customers." Water Utilities Engineer Lamothe answered questions from Chairman Wagner
regarding retail service areas, wholesale customers and interruptible service. Chairman
Wagner commented on the Committee of the Whole Meeting decision not to plan for
interruptible supplies during capital planning. Director Dowdy stated he interpreted the decision
made by the Committee of the Whole to mean the City's capital needs to be spent on the City's
firm needs for the future, but if another party wants to bring in capital to help plan for their
wholesale need, it would not be prohibited. Member Haugen concurred. Chairman Wagner
recommended including a statement in the Comprehensive Plan explaining the City would
entertain capital partners for interruptible supplies.
The Committee continued discussion about wholesale and retail customers.
Chairman Wagner asked if private wells will be included in the Comprehensive Plan. Lamothe
answered the City does not have the authority to prevent private wells. If a customer has a
private well and wants to hook into City water, there is a code that allows the City to have the
well decommissioned.
Water Utilities Engineer Lamothe answered questions from Chairman Wagner regarding water
service for construction needs, referencing the Facilities Extension Agreement and extensions
of utilities outlines in the chapter being reviewed.
Chairman Wagner, referencing page 3-8, asked if there are any meters that are on private
property or inside buildings. Assistant Director/City Engineer Selle answered there are some
water meters in easements but none inside buildings.
Chairman Wagner asked that any references to Washington Administrative Codes (WAC) be
better defined and a definition of the WAC is included.
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Public Works Committee Minutes October 20, 2008
Water Utilities Engineer Lamothe and Utilities Engineer Repp responded to questions asked by
the Committee regarding backup generators for water. Repp outlined the differences between
the use of generators for sanitary sewer pump systems and water utilities. Repp reported staff
is identifying the generator deficiencies and prioritizing the locations for the update to the
Comprehensive Plan.
Lamothe answered questions asked by Chairman Wagner about page 3-10, peek hour demand
and reservoirs. Lamothe gave additional explanation of the City policy not to have redundant
reservoirs and the usage of storage and pump stations for peek hour demand and fire flow.
Chairman Wagner asked that the phrase "change in use or occupancy' on page 3-12, last
paragraph, be changed to "change in use." The Committee concurred.
Director Dowdy and Assistant Director/City Engineer Selle answered questions asked by the
Committee regarding Lakeland Hills and exceptions to the fire flow requirements.
Chairman Wagner asked that changes being made in the chapter be included in the final draft.
He asked that the old text be struck through and the changed text be underlined.
Utilities Engineer Repp and Assistant Director/City Engineer Selle responded to questions
asked by Member Haugen regarding the installation of septic systems within the City.
Water Utilities Engineer Lamothe provided the Committee with additional explanation of the
City's goal to work with adjacent jurisdictions in terms of planning, which was added to the
chapter's text. The Committee discussed the impact of other agencies' water supplies on the
City.
The Committee discussed consideration of financial incentives for water use efficiency.
Director Dowdy stated that may be addressed in the rate study. Lamothe reported the City
currently runs a low-flow shower head program and is in the process of collecting data on
reduction of water use.
The Committee discussed page 3-24, and the billing practices for condominiums.
Chairman Wagner recommended reviewing the utility systems development charge be
reviewed every two years instead of yearly. IT was recommended the Legal Department review
section 3.10.4, Development Charges.
The Committee reviewed page 3-27, section 3.10.7, Development Charge Cost Recovery.
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Public Works Committee Minutes October 20, 2008
B. POLICY GUIDANCE FOR FINANCIAL SECURITIES FOR PLATS
Assistant City Engineer Gaub presented the Committee with background information on the
current City policy in regard to financial securities for subdivision Improvements. The City
requires performance bonds for work in existing right-of-ways during construction of projects,
both for capital projects and development projects. When a development project seeks a final
plat approval, the current City code states that a financial security in the form of an assignment
of funds, an irrevocable letter of credit, or other similar security as approved by the City
Engineer is required. Several developers have requested that the City consider allowing a
performance bond to be used to secure the completion of public improvements prior to their
construction and allow a subdivision to receive a final plat approval.
The Committee reviewed the pros and cons of the three types of financial securities outlined in
the memo previously distributed. Director Dowdy discussed the cons of assignment of funds.
Chairman Wagner asked how much a developer had to pay in order to be issued a
performance bond. Assistant City Engineer Gaub answered there are several factors that
determine the developers' cost, such as, financial stability and current rates and each surety
sets their own rate structure.
Assistant Director/City Engineer Selle summarized the two issues for discussion. One is the
Committee's concerns and/or concurrence in allowing performance bonds to be used to provide
financial security for final plat improvements. The second is there may be revisions to City
Code necessary to reduce the City's risk in allowing final plats to proceed without the
completion of the public improvements that staff is recommending be reviewed with the Code
Update project. The Committee concurred with the proposed security method.
Director Dowdy stated this topic will be discussed at the Planning and Community Development
Committee, at the request of Mayor Lewis, and if we obtain concurrence from PCDC to proceed
with the proposed use of bonding as an acceptable security method, staff would implement this
method
C. DESIGN STANDARDS UPDATE
Assistant Director/City Engineer Selle recapped previous discussions with the Committee
about focusing on Transportation and Storm Drainage Design Standards as one of the first
phases of the Design Standards Update Project. In regard to the Storm Drainage Standards,
there is a parallel effort to become compliant with the NPDES Phase II standards and will
impact the timeline for completing the Storm Drainage Standards update.
Staff is proposing starting the update of the Transportation Design Standards first to meet the
March 2009 deadline and start working on Storm Drainage Standards in March 2009 in order to
complete the storm update by August 2009, which coincides with the NPDES Phase 11 deadline.
Assistant Director/City Engineer discussed the simplification of the process of the Design
Standards Update Verses the Code Update process. The primary focus will be getting input
from the Committee and using the Code Update Project Community Advisory Board as a
sounding board for suggested changes unlike most of the Code Update Project where code
revisions will be brought to the Planning Commission, the Advisory Board, Council Committees
and the full City Council.
Chairman Wagner stated the Committee will need a full understanding of the portions of the
Design Standards being changed and recommended using the strike through/underline format.
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Public Works Committee Minutes October 20, 2008
Wagner wants to see a more prescriptive document with less ability for staff to deviate from the
Committee's approved standards and he suggested all areas of the Standards that contain the
phrase "or may be an exception by the City Engineer," be reviewed and the exceptions
quantified.
The Committee briefly reviewed some of the grading standards and wording used at the
beginning of the Design Standards chapters.
Assistant Director/City Engineer Selle asked if there were specific concerns that the Committee
wants reviewed in detail. Director Dowdy gave examples of portions of the standards sub-
sections the Committee may want to apply more specific details or consider exceptions.
Assistant Director/City Engineer Selle discussed the appeal process and how tightening the
design standards and making them less flexible may lead to more developers appealing to the
Public Works Committee. Chairman Wagner recommended City Attorney Heid further review
the appeal process.
The Committee recommended the Committee bring staff the sections and sub-sections they are
most interested in updating first and then going back to review the remainder of the standards.
City Engineer exceptions in the standards should also be reviewed as part of the first phase.
Based on concerns stated by Director Dowdy, Chairman Wagner recommended Transportation
and Clearing and Grading be reviewed together.
Chairman Wagner asked if staff feels the current consultant has the technical skills needed to
update the Design Standards. Assistant Director/City Engineer answered Roth-Hill has been
hired to act as a sub-consultant to provide technical expertise and currently provides peer
review services for the City. The Committee discussed the funds available for the project with
Assistant Planning Director Snyder and indicated that the $10,000 allocated may not be
sufficient to accomplish their goals.
Chairman Wagner recommended scheduling one or two workshops with the Committee to work
on the standards update after members have provided their lists of concerns to the City
Engineer.
D. A STREET NW EXTENSION PROJECT - NOISE WALL POLICY
Senior Project Engineer Helbig distributed a hand out regarding the A Street NW Extension
Project and its noise impacts on surrounding areas. One of the environmental issues impacting
the area is the potential for noise increases. The Committee reviewed an aerial map of the
area in question. The potential noise impacts on the area between the post office and 5th Street
NW is triggering noise mitigation requirements. Helbig presented and reviewed the beneficial
uses of noise mitigation measures including, concrete noise walls, wood fencing, and
landscaping buffers. Helbig discussed the pros and cons of each measure and answered
questions posed by the Committee.
Helbig informed the Committee that the Washington State Department of Transportation and
Federal Highway Administration preferred mitigation measure is concrete noise walls. He
continued by identifying the costs and cost/benefits of noise walls in the corridor compared to
guidance developed by federal and state agencies, showing that noise walls along A Street NW
are approaching guideline maximums.
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Public Works Committee Minutes October 20, 2008
Helbig informed the Committee that the four property owners in the affected area were
surveyed as to what type of mitigation they would prefer. Helbig reported there were two
responses and both were in favor of noise walls. This survey was conducted prior to the
property owners being made aware of the cost.
Staff requested guidance from the Committee as to what type of noise mitigation is preferred.
Helbig pointed out installing noise walls in the City is not something that has been done along
arterials in the past, and doing so now would set a new precedence. Senior Project Engineer
Helbig responded to questions asked by Director Dowdy regarding rubberized asphalt.
Chairman Wagner commented on the unpleasing aesthetics of noise walls. The Committee
discussed concerns regarding vandalism, graffiti, and the high cost/benefit aspect of noise
walls.
The Committee's recommendation is to not utilize concrete noise walls in the city but
suggestion is to use a combination of cedar fencing and landscaping as a noise mitigation
measure.
E. 2009 S.O.S. PROJECT UPDATE
The Committee reviewed vicinity maps provided by Street Systems Engineer Wickstrom. The
first map showed the proposed and optional streets for the 2009 S.O.S. Program and the
second highlighted the remaining S.O.S. streets in the local street system. Wickstrom noted
staff is planning to change Struck River Drive and M Street NW to classified streets in the next
Comprehensive Transportation Plan. They will then be included in the arterial street
improvement program and not the local street program.
Chairman Wagner asked when data will be available for the annexation areas. Wickstrom
answered there is currently a surveyor in the area and the data should be submitted in
November 2008 and a map will be available for Committee review in early 2009.
The committee concurred with the proposed street list for the 2009 program.
F. CAPITAL PROJECT STATUS REPORT
Item 12 - CP0635, 2007 Gateway Project, M Street SE: Chairman Wagner asked if lighting
was included in the project. Senior Project Engineer Helbig answered there is lighting which will
remain turned off until installation is complete. Chairman Wagner asked who is responsible for
sign maintenance and graffiti removal. Helbig answered the Parks Department will maintain the
sign and the sign is treated so graffiti can be clean off, or the sign can be repainted if
necessary. Member Haugen asked when installation will be complete. Helbig answered within
the next week or two.
Item 21 - CP0762, Les Gove Neighborhood Improvements: Chairman Wagner asked if there
were some streets in the area that could be deemed less critical. Senior Project Engineer
Helbig responded a phasing plan has been developed and is being reviewed by the consultant.
The plan will be presented to the Committee. Chairman Wagner requested a report on the
historic water utility repair work in the area and their condition was verified. Utilities Engineer
Repp explained that engineering staff worked with Maintenance and Operations staff to assess
the condition of utilities in the Les Gove area.
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Public Works Committee Minutes October 20, 2008
OTHER DISCUSSION
Director Dowdy gave the Committee a brief report on his meeting with the King Counties Directors
and the launching of a policy committee that has been established.
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjourned at 6:15 p.m.
Approved this 3rd day of November, 2008.
.Rich Wagner Je fer Rigsby
Chairman P blic Works D art ctsecretary
File: 17.2
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