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HomeMy WebLinkAbout02-01-2010 CITY OF AUBURN An TY OF PUBLIC WORKS COMMITTEE ~ ~ February 1, 2010 1J ~WASHWGTON I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. 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 Sue Singer, and Member Bill Peloza. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City EngineerlAssistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Finance Director Shelley Coleman, Customer Care Supervisor Brenda Goodson-Moore, Utilities and Accounting Services Manager Rhonda Ewing, City Attorney Dan Heid, Project Engineer Jacob Sweeting, Project Engineer Robert Lee, Traffic Engineer Pablo Para, Transportation Planner Joe Welsh, Engineering Aide Amber Mund, Principal Planner Elizabeth Chamberlain, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for date, January 19, 2010. Motion carried 3-0. B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-01 FOR THE CITY OF AUBURN PARKS, ARTS, AND RECREATION DEPARTMENT'S ANNUAL PETPALOOZA DOG TROT FUN RUN Engineering Aide Mund explained that Auburn Parks and Recreation Department has submitted their application for the departmenYs Annual Petpalooza Dog Trot Fun Run Right-of-Way Use Permit. Mund stated one part of the run is being extended into Game Farm Park, but that does not affect the conditions of the permit. Chairman Wagner asked if one or both lanes of R Street SE are closed during the run. Mund responded that both lanes are closed however there are flaggers present who direct traffic in both the north and south bound directions, around the lane closure. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit No. 10-01 for the City of Auburn Parks and Recreation Department's Annual Petpalooza Dog Trot and Fun Run. Motion carried 3-0. Page 1 Public Works Committee Minutes Februarv 1 2010 MINUTES C. APPROVE AUBURN ENGINEERING DESIGN STANDARDS MANUAL REVISIONS TO CHAPTER 5, TESC, CIEARING AND GRADING Assistant City Engineer Gaub was present. Chairman Wagner asked if the changes to Section 5.04 - Retaining Walls, paragraph three, allowed for retaining walls to be constructed without a change in vertical depth of the wall face. Gaub explained the depth relief referenced in the section allows for the face of the retaining wall to be varied in depth to avoid flat faced concrete walls. Chairman Wagner asked if the Committee thought the texture requirements were too restrictive and if the height requirements at which the treatments would be required should be based on a height greater than four feet. Gaub stated that any one of the decorative options or a combination of them could be used by the builder. Chairman Wagner recommended a threshold greater than four feet at which point the texturing requirements would apply be included. Vice-Chair Singer agreed. Vice-Chair Singer asked if "all retaining walls" included rockeries and block walls. Gaub stated the requirements would apply to all wall types listed below including block walis but that rockeries in general would already meet the requirement due to the uneven nature of the face of a rockery. Chairman Wagner suggested a limit five feet or greater for the texture treatment requirements. The Committee agreed. Staff answered questions asked by Member Peloza regarding the differences between retaining walls and river flood walls, levees, and slope protection. Vice-Chair Singer mentioned the requirement for engineering on retaining walls exceeding four feet in height. Staff stated that requirement is part of the International Building Code (IBC) adopted by the City. The Committee and staff discussed the requirements for terracing retaining walls exceeding fifteen feet in height. Assistant Director/City Engineer Selle stated the ten foot wide requirement for the terraces is to allow for aesthetic treatments between the walls and maintenance access. Vice-Chair Singer asked if the requirement applies to a single lot. Selle answered that it could or single lots could be excluded if desired. Selle answered questions asked by Chairman Wagner regarding the width of the terrace and the need for maintenance, repair, and future replacement. Vice-Chair Singer recommended the Committee seek additional review by engineers on Section 5.04 - Retaining Walls. Assistant Director/City Engineer Selle recommended increasing the terracing requirement to a height of twenty feet, if the builder provided a maintenance plan acceptable to the City. Member Peloza asked if the walls are inspected for anti-graffiti sealant. Gaub stated walls are inspected during construction including for the sealant. The Committee and staff discussed adding the language, "a design that does not encourage graffiti," to exclude rockery and similar . type walis from the sealant requirement. Vice-Chair Singer commented that maybe single- family residences should be excluded if the property is not on an arterial street. Mayor Lewis pointed out the number of benefits of the anti-graffiti sealant. Page 2 Public Works Committee Minutes Februarv 1 2010 MINUTES Assistant City Engineer Gaub answered questions asked by Vice-Chair Singer about the engineering requirements for set-back (step) walls and when a building permit would be required. Vice-Chair Singer requested additional review of the section prior to approving the changes. Assistant Director/City Engineer Selle recommended the Committee approved all of the other changes in the chapter, excluding Section 5.04, because the other changes within the chapter are related to the implementation of the NPDES Phase II Permit requirements that go into effect February 16, 2010. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve the changes to Chapter 5, TESC, Clearing and Grading, excluding Section 5.04 - Retaining Walls, of the City of Auburn Engineering Design Standards. Motion carried 3-0. D. APPROVE CONSULTANT AGREEMENT NO. AG-C-379 WITH INCA ENGINEERS INC FOR ENGINEERING SERVICES ON PROJECT NO. CP0916, WEST VALLEY HIGHWAY IMPROVEMENTS PROJECT Using an illustration, Project Engineer Sweeting described the scope of the project. Sweeting stated the purpose of the project is to make improvements to West Valley Highway from West Main Street to State Route 18 (SR18). The improvements include: reconstruction of the roadway, widening of the roadway to provide a continuous center left turn lane, a raised center barrier, sidewalk on one side, curb, and gutter, providing combined bike lanes, traffic signal improvements at the intersection of West Valley Highway and West Main Street, new street lights, and storm drainage facilities. Sweeting explained there are two alternative designs that will be considered by the consultant. , Project Engineer Sweeting answered questions asked by Member Peloza regarding the new storm pond facility and storm runoff. Chairman Wagner asked if the storm pond facility is required. Sweeting stated it is a requirement. Sweeting discussed the options for the storm facility being considered. The Committee and staff discussed the location of the proposed sidewalk and the location of existing sidewalks on West Valley Highway. Sweeting clarified that the design process will evaluate and make a recommendation on the preferred location of the sidewalk. Chairman Wagner asked for justification for the funds being used from the storm fund. Director Dowdy stated the need for storm drainage improvements drives the need for storm funds. Assistant Director/City Engineer Selle stated the cost for these improvements includes the storm drainage system within the roadway, the treatment facility, and the extensive underdrain system for water conveyance to address the water coming from the hill side springs adjacent to the project. Vice-Chair Singer commented on the seepage in the area that currently flows across the roadway. Member Peloza asked if the project is a total rebuild. Project Engineer Sweeting answered that it is a total road rebuild and widening. Chairman Wagner verified the roadway is being design to incorporate the truck usage of the corridor. Page 3 Public Works Committee Minutes Februarv 1 2010 MINUTES Project Engineer Sweeting answered questions asked by Vice-Chair Singer regarding the continuous left turn lane. Sweeting stated the length of the left turn lane pockets for the intersection is being modeled to determining the most appropriate length. There is a significant amount of traffic going southbound and turning on to SR18 which will likely require a long left turn pocket. Traffic Engineer Para answered questions asked by the Committee regarding the classification of the proposed bicycle lane. Vice-Chair Singer asked if the project was using federal funds. Sweeting answered the funds are state funds via the Transportation Improvement Board (TIB) Grant. Assistant Director/City Engineer Selle explained that ideally there would be a Class 1 trail along the arterial however conditions along the roadway would prevent such a trail and the goal for staff is the include the best bicycle accommodations safely within the roadway parameters. Project Engineer Sweeting answered questions asked by Chairman Wagner regarding site visits that are included in the consultant budget. The Committee and staff discussed the requirement for the Valley Engineering Study. Sweeting stated for a project this sized, using TIB funds, a Valley Engineering Study would be required at the 30% design stage; however some of the requirements may be changing. Assistant City Engineer Gaub described the Valley Engineering Study process and changes that could be made based on the outcome of the study. The Committee and staff discussed wetland delineation. Assistant Director/City Engineer Selle said the goal is to avoid going into the wetland area. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council approve Consultant Agreement No. AG-C-379 with INCA Engineers for Project No. CP0916, West Valley Highway Improvements Project. Motion carried 3-0. III. ISSUES A. ORDINANCE NO. 6218 AMENDING CHAPTER 10.02 OF THE AUBURN CITY CODE RELATING TO COMMUTE TRIP REDUCTIONS Transportation Planner Welsh was present. Member Peloza asked if the Valley Regional Fire Authority should be included in the assessment. Welsh stated no, because the requirement is for over 100 employees coming to work at a single work site. Transportation Planner Welsh explained the employers are being asked to provide incentives that encourage transit ridership, following questions asked by Vice-Chair Singer regarding getting credit for improvements to bicycle routes. Member Peloza asked how the City enforces Commute Trip Reductions (CTR). Welsh explained that the City has a contract with King County which administers the program for the City. King County is primarily responsible for enforcement and compliance. Welsh stated as Page 4 Public Works Committee Minutes Februarv 1 2010 MINUTES long as an employer is making a good faith effort to meet the CTR goals, they will be found in compliance. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Ordinance No. 6218. Motion carried 3-0. B. RESOLUTION NO. 4559 SETTING A PUBLIC HEARING DATE FOR RIGHT-OF-WAY VACATION NO. V4-09 FOR AUBURN DAIRY PRODUCTS INC. Engineering Aide Mund reported that Auburn Dairy is requesting a Right-of-Way Vacation of the alleyway south of W Main Street and west of G Street SW. The vacation was discussed as the Planning and Community Development Meeting on January 25, 2010, and the resolution will set the Public Hearing. Assistant Director/City Engineer Selle stated the applicant had the vacation approved in the past, but did not follow through with the conditions and the vacation then expired. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4559. Motion carried 3-0. C. RESOLUTION NO. 4566 PROVIDING FOR AMENDMENT TO THE CITY OF AUBURN FEE SCHEDULE TO ADJUST THE STORM PERMIT FEE STRUCTURE TO REFLECT THE CITY'S PHASE TWO NPDES PERMIT Assistant City Engineer Gaub was present. There have been no changes to this Resolution since it was reviewed in detail by the Committee previously. There were no questions from the Committee. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4566. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. LEAK ADJUSTMENT DISPUTE - SERVICE ADDRESS 32629 108T" PLACE SE, ACCOUNT 26574 Finance Director Coleman and Utility and Accounting Services Manager Ewing were present. Ewing distributed copies of Administrative Policy and Procedure 100-52, Utility Service Water Leak Adjustment. Coleman provided background information. Coleman stated the customer repaired a water leak in his sprinkler line and submitted a leak adjustment on October 30, 2009. On November 5, 2009 the Water Customer Service Technician checked the meter and notified the customer that the meter was spinning and there must still be a leak. The additional leak was repaired on November 10, 2009 and the Water Customer Service Technician verified the repair on December 2, 2009. Page 5 Public Works Committee Minutes Februarv 1 2010 MINUTES The customer's leak adjustment calculation was $1,230.00 but due to Administrative Policy 100-52, the leak adjustment was reduced by $500.00 and applied to the customers account on December 14, 2009. The customer is requesting consideration for a further adjustment. According to Policy 100-52, 50% of the remaining water portion over $500.00 could be credited. That amount would be $365.00 in this case. The Committee reviewed the customer's written request for consideration of an additional reduction and Policy 100-52. The customer has paid $3876.00 in repair costs. Chairman Wagner commented that the customer was reasonably diligent in making the repairs and was in favor on the additional reduction. Member Peloza was not in favor of the additional reduction due to the fact that the customer neglected to verify the leak was repaired initially by check whether the water meter was still spinning fast. Vice-Chair Singer was in favor of the additional reduction. Mayor Lewis commented that the customer provided one of the best responses to such a situation that the City has seen. . The Committee voted 2 in favor and 1 opposed to the additional balance reduction. The Finance Department will apply the 50% reduction ($365.00) to the customer's account. B. PROJECT NO. CP0906, 2009 GATEWAY SIGN Project Engineer Lee gave a brief overview of the previous discussions with the committee which included deferring the construction of this project until 2010. Lee explained that the easement for the sign has been acquired and there was approximately $130,000.00 in the 2009 budget for the project. Member Peloza asked how much the total budget would be for 2010. Lee answered an additional $80,000.00 to $95,000.00 is needed to complete the construction of the project. The Committee and staff discussed the chosen location for the sign and visibility to drivers. The sign will be located at the southwesst corner of East Valley Highway and the ramp to Lake Tapps Parkway but would be oriented such that drivers making a southbound to eastbound left turn would be able to see the sign. The Committee decided, due to the current economic climate, to postpone the project and discuss it again in one year. C. CAPITAL PROJECT STATUS REPORT Item 9- Proiect No. CP0701 - 8`h and R Street NE Traffic Siqnal: Member Peloza asked when the project will begin construction. Assistant City Engineer Gaub answered that permission to advertise the project will be brought to the Committee in one of the next few meetings with the intent of advertising in March. Item 24 - Proiect No. CP0915 - Well 1 Improvements: Chairman Wagner asked due to the CWA Agreement, if the project should be moved back past March 2011. Gaub answered that Phase 1 of the project includes analysis of the well to determine what the problem is and develop a solution. When analysis is complete, a determination can be made as to whether or not to reschedule the project. It was acknowledged that in the long term, water that the City can produce itself will likely be cheaper then purchasing water from others and so developing our water sources has long term benefits for the City. Page 6 Public Works Committee Minutes Februarv 1 2010 MINUTES Item 31 & 32, 2009 and 2010 Local Street Preservation Programs: Member Peloza requested that these include a subtotal for the Save Our Street programs for both 2009 and 2010. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:37 p.m. Approved this ~ N' day of 12010. `or'~ a Rich Wagner nifer Rigsby Chairman Public Works ep nt Secretary Page 7