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HomeMy WebLinkAboutITEM II-ACITY OF AGENDA BILL APPROVAL FORM * WASHINGTON Agenda Subject: Date: Approval of Minutes February 1, 2011 Department: Attachments: Budget Impact: Public Works Minutes from Janua 18, 2011 $0 Administrative Recommendation: Public Works Committee to approve the minutes of the January 18, 2011 Public Works Committee meeting. Background Summary: W0207-1 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&0 ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ®Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ®Public Works ❑ Human Resources Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes ❑No Call for Public Hearing I l Referred to Until I l Tabled Until I I Councilmember: Wa ner Staff: Dowd Meetin Date: Februa 2011 Item Number: k t + •1~ ~ CITY OF AUBURN PUBLIC WORKS COMMITTEE IT 0~ January 18, 2011 ~ DRAFT MINUTES ~HIITOI I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Bill Peloza, and Member Virginia Haugen. Also present during the meeting were: Councilmember John Partridge, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, City Attorney Dan Heid, Traffic Engineer Pablo Para, Traffic Operations Engineer Scott Nutter, Transportation Planner Joe Welsh, Street Systems Engineer Seth Wickstrom, Project Engineer Jacob Sweeting, Planning Manager Elizabeth Chamberlain, Right-of-Way Use Permit Applicant Lisa Harmon, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, January 3, 2011. Motion carried 3-0. B. APPROVE RIGHT-OF-WAY USE PERMIT N0. 10-25 FOR GIRL DOG INC. HOT DOG CART Transportation Planner Welsh introduced the permit applicant, Lisa Harmon of Girl Dogs Inc., to the Committee. Welsh explained that Ms. Harmon applied for cone-year Right-of-Way Use Permit to be able to place and operate a mobile hotdog cart in the Auburn Downtown area. Using the color photograph of the cart provided in the Committee's agenda packet, Welsh pointed out that the umbrella attached to the cart will have a logo on it and there will be no sign on the cart. Welsh reviewed the map identifying the locations that staff is proposing for the cart. Welsh stated location 1, B Street NE and E Main Street and location 2, the B Street Plaza, are the two locations preferred by staff. Vice-Chair Peloza asked why location 3, N Division Street and E Main Street was not preferred. Welsh stated that location 3 may not be ideal due to the construction of the Promenade. Member Haugen stated that her preference is location 1 because there is ample parking available and it may encourage further improvements to the area that could be enjoyed by citizens. Transportation Planner Welsh stated that the only one location of the four suggested is pending approval by the Committee, in response to a question asked by Director Dowdy. Vice-Chair Peloza stated that later on, the applicant could come back to the Committee and request that the location be changed. Chairman Wagner stated that his preference is also location 1. Chairman Wagner asked if there will be additional trash receptacles available. Transportation Planner Welsh answered Page 1 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES that there is a permit condition which states the applicant shall provide and maintain a private waste receptacle near the cart and keep the public Right-of-Way free of litter and drink or food waste. Member Haugen asked if the trash receptacle will be attached or fastened to the cart. Ms. Harmon answered that the receptacle could be attached to the cart orthe cart could be built in such a way that the receptacle is part of the cart. Ms. Harmon spoke about the waste receptacle requirements that are part of the King County Health Department permitting process. Chairman Wagner asked if the cart would be allowed to move to other locations on a temporary basis if Main Street is crowded during events such as Auburn Good 01' Days. Transportation Planner Welsh responded that would be at the discretion of the Committee. Welsh asked the Committee if permission to change the location on the permit could be made on an administrative level and not need to come back to the Committee for approval. Chairman Wagner stated that he is in favor of the decision to move the cart temporarily being made administratively. The Committee concurred that the preferred location is number 1, at the corner of B Street NE and E Main Street, and the need to relocate the cart temporarily should be made administratively. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve Right-of-Way Use Permit No. 10-25 for Girl Dog Inc. Hot Dog Cart. Motion carried 3-0. C. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT N0. CP1004, SOUTH AUBURN ITS EXPANSION Project Engineer Sweeting explained that the ITS Expansion Project will provide battery backup units and cameras along A Street SE, C Street SW, and 15t" Street SW. Chairman Wagner asked if the wireless communications system needs to be installed on A Street SE because there is no fiber optic cable available. Sweeting answered that for most of the project the fiber optic cable will be pulled through existing conduits but on A Street SE from 6t" Street SE to 29t" Street SE, there are no conduits in the sidewalk, so a wireless broadcast system will be utilized instead. Member Haugen asked what the cameras are used for. Project Engineer Sweeting responded that the cameras are the same cameras that are currently installed at the majority of major City intersections and they allow staff to monitor the signals and adjust signal timing as needed. Chairman Wagner asked about the archiving policy for camera feed. Director Dowdy answered that the City's current policy is to limit the retention of our recorded data.. Assistant Director/City Engineer Selle stated that staff is currently utilizing a 5 day retention period. The Committee and staff discussed the possible benefits of extending the amount of time recordings are saved such as providing staff the ability to review traffic situations that may occur over a long weekend. Chairman Wagner stated his preference for the limited time frame to remain the standard practice. Chairman Wagner suggested that the Municipal Services Committee should lead on such decisions. Director Dowdy stated that a plan for Police surveillance support will be brought to the Municipal Services Committee, but it is not part of the ITS project. Director Dowdy stated that the goal of the ITS Project is to get to the point where it is functional for engineers to observe a signal and make time adjustments when needed to keep traffic moving. The Committee and staff discussed the standards and engineering formulas used to set the timing on yellow lights on traffic signals. Page 2 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES Traffic Operations Engineer Nutter explained that one of the uses for ITS is coordinating light timing at the signals and verifying all signal settings. Nutter explained how the traffic signals can be monitored and timing adjusted from various locations through out the City, such as City Hall and the Maintenance and Operations facility, in response to questions asked by Vice-Chair Peloza. Assistant DirectorlCity Engineer Selle responded to questions asked by Chairman Wagner regarding the negative impacts on the street network that could be caused if all of the yellow light timing was the same at every intersection. Member Haugen spoke about a tree on Auburn Way that is blocking one of the traffic signals at the F Street SE intersection. Chairman Wagner requested that staff go out and look at the tree and determine if it can be removed, especially if it is obstructing the view of a traffic signal. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council grant permission to advertise for bids for Project No. CP1004, South Auburn ITS Expansion. Motion carried 3-0. D. APPROVE FINAL PAY ESTIMATE N0.5 TO CONTRACT 10-18 FOR PROJECT N0. CP1012, 2010 ARTERIAL & COLLECTOR PAVEMENT PRESERVATION Street Systems Engineer Wickstrom reviewed the scope of the project with the Committee. Vice-Chair Peloza asked if it is to be expected that some of the cost items would be over 100% of the estimated cost and other items less than 100%. Assistant DirectorlCity Engineer Selle answered that it is common. Selle explained that not all costs can be accurately estimated due to factors that are unknown until construction begins especially underground conditions. Street Systems Engineer Wickstrom explained that each item that was over the estimate was over due to different reasons. The Committee and staff reviewed the cost items on the final pay estimate. Assistant DirectorlCity Engineer Selle spoke about how engineers estimate the costs of different types of projects. Chairman Wagner pointed out that the final cost of the project is 20% below the budgeted amount. Chairman Wagner suggested that the Committee also consider saving unused funds for projects rather than expanding the projects' scopes in the future. Member Haugen stated that she intended to vote against recommending that Council approve the final pay estimate for the project at the Committee meeting because she feels the estimate was not prepared carefully enough. Member Haugen said that she did intended to vote in favor of approving the final pay estimate at the City Council meeting to insure the contractor gets paid. Page 3 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee recommend Council approve Final Pay Estimate No. 5 to Contract No. 10-18 with Northwest Asphalt Inc. and accept construction of Project No. CP1012, 2010 Arterial & Collector Pavement Preservation. Motion carried 2-1. Member Haugen voted against. III. ISSUES A. RESOLUTION N0.4665 SETTING A PUBLIC HEARING TO CONSIDER A FRANCHISE AGREEMENT WITH NEW CINGULAR WIRELESS PCS, LLC. Transportation Planner Welsh explained that Resolution No. 4665 sets a Public Hearing date to consider a franchise agreement with New Cingular Wireless PCS, LLC. Welsh stated that the agreement is new, replacing an existing agreement which has expired. Welsh said that the facility is already in place on Auburn Way N, north of 26t" Street NE and provides wireless coverage for the downtown area of Auburn. Member Haugen asked if the agreement will allow Cingular to add towers. Transportation Planner Welsh answered that the agreement does not allow for new facilities. Assistant Director/City Engineer Selle reminded the Committee that the resolution only sets a Public Hearing date and changes can still be made to the agreement prior to an ordinance coming before the Committee or Council to enter into the agreement. Member Haugen asked that it be reflected in the minutes that clarification of the terms of the agreement will be included in final agreement. Chairman Wagner requested a legal description of the Right-of-Way be provided. Vice-Chair Peloza asked about the agreement's termination clause and pointed out that the clause only pertained to amendment or modification of the agreement and did not include performance. Chairman Wagner stated that section 19A of the agreement allows the City to revoke the franchise if the grantee does not perform. Chairman Wagner suggested that the termination terms be included in one heading. Member Haugen asked if the agreement could be amended without the approval of Council. City Attorney Heid answered that it could not, agreements approve by the Council must be amended by the Council. Assistant DirectorlCity Engineer Selle stated that there is no action being taken on the agreement through Resolution No. 4665. The resolution only sets the date for the Public Hearing but the Committee's input will be incorporated into the agreement prior to the ordinance being considered by the Council for action. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council adopt and initiate Resolution No. 4665. Motion carried 3-0. Page 4 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES B. RESOLUTION N0.4672 AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERLOCAL AGREEMENT WITH KING COUNTY FOR THE PURPOSE OF PROVIDING ROAD SERVICES Traffic Engineer Para presented Resolution No. 4672 to the Committee. The resolution authorizes the annual contract with King County for providing road services. The services include striping improvements citywide, refreshing of thermo-plastic crosswalk and turn arrow markings, bridge inspections, and bridge maintenance work. Para stated that the scope of the maintenance work has not yet been determined and maintenance will be determined on a case by case basis based on the inspection reports. Chairman Wagner asked why the City chooses to use King County for the services rather than a private company. Traffic Engineer Para answered that the City has been working with King County for several years and they are lower in cost than a private company. Director Dowdy stated that King County also provides better traffic control measures when performing striping work. Assistant DirectorlCity Engineer Selle said that King County has been more cost effective and responsive than private companies the City has used in the past. Chairman Wagner stated that the thermo-plastic markings appear to have worn away faster in the past year and asked if staff has waited longer than usual to refresh them. Traffic Engineer Para stated last year there was a shortage of material and not all of the markings were refreshed and hopefully this yearthey will be close to caught up. Chairman Wagner asked when the painting and refreshing of thermo-plastics will begin. Para stated following Council and King County approval, work can begin as soon as weather allows. Chairman Wagner asked if staff checks all of the markings to be refreshed and if when they do is the signage inspected to make sure it is adequate. Traffic Engineer Para answered that staff inspects markings and signage on a regular basis. Chairman Wagner recommended staff make sure the signage is adequate when the markings are inspected. Chairman Wagner asked if the cost of maintenance on bridges is included in the contract or if that would need a separate budget and contract. Traffic Engineer Para stated this agreement authorizes staff to assign bridge maintenance work to the County. Such assignments are managed by staff to ensure all work is within budget. Chairman Wagner spoke about the problems that could occur when maintenance is not done on a regular basis and used the utilities as an example. Assistant DirectorlCity Engineer Selle answered questions asked by Member Haugen regarding combining bridge inspections with the otherwork done by King County. Traffic Engineer Para reviewed the bridge inspection schedule with the Committee and explained how the inspections are tracked. Chairman Wagner asked if the inspections were of only bridges that crossed water. Traffic Engineer Para answered that all City-owned bridges are required to be inspected and not just those that are water crossings. Chairman Wagner asked if the City is responsible for having railroad bridges inspected. Para said that the City does not inspect the railroad bridges and those companies are responsible fortheirown inspections. Assistant DirectorlCity Engineer Selle answered questions asked by Vice-Chair Peloza regarding the contract budget. Page 5 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES Vice-Chair Peloza asked if the thermo-plastic markings are slippery. Traffic Engineer Para answered that materials are added to reduce slip. Chairman Wagner asked if, after this year and spending $150,000.00, the refreshing of the markings will be caught up. Traffic Engineer Para said there are a lot of markings that need to be refreshed and even if the budget were increased, he is not sure if all of the work could be completed this year. Chairman Wagner spoke about the safety impact of the worn away markings and suggested the Committee consider increasing the budget, via change order if needed, to get as many of the markings refreshed as possible. Chairman Wagner requested an estimate of what percent of the markings will be able to be refreshed for $150,000.00 be brought to the Committee, and an estimate of how much more money it would take to refresh the remaining markings. The Committee concurred. Member Haugen asked how often the markings would need to be refreshed in the future. Traffic Engineer Para answered it depends on the roadway and traffic, but the thermo-plastic markings can last between five and ten years. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council adopt and initiate Resolution No. 4672. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. TRAFFIC CALMING PROGRAM: SPEED CUSHION STANDARD PRACTICE Traffic Engineer Para presented the summary of the City's current speed cushion standard practices to the Committee. Traffic Engineer Para stated that there are no federal rules regarding the design of speed cushions but there are guidelines provided by the Institute of Transportation Engineers (ITE} manual. Para explained that several years ago, the City chose the current speed cushion standard, which does not impede fire trucks, school buses, or ambulances. Para said that the speed cushions have been very well received by the individuals who live in the areas where the cushions are installed. Traffic Engineer Para reviewed the drawing comparing samples of speed bumps, speed cushions, and speed humps with the Committee. Para said that the City's current standard design is the speed cushions which are 6' in length and 3" in height. Chairman Wagner asked how much space is between each cushion. Traffic Engineer Para said the spacing is approximately 1' - 2' and varies. Chairman Wagner suggested staff review the width of the gap between cushions again since the Valley Fire Regional Authority (VFRA} now has some larger trucks. Traffic Engineer Para pointed out that the speed cushions are only allowed on local residential streets and would not be installed on any primary VFRA response routes. Chairman Wagner spoke about the commitment of the Committee and Council to the policy of "safety over convenience" and the effectiveness of the speed cushions. Page 6 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES Chairman Wagner asked if there was any data on traffic accidents caused by traffic calming devices, such as speed cushions. Traffic Engineer Para answered there is no good data available. Assistant Director/City Engineer Selle said that staff is not aware of any accidents being caused by the speed cushions that are currently used in the City. Assistant Director/City Engineer Selle said that how well the speed cushions are maintained must also betaken into considerations, poor signage orworn off markings could lead to accidents. Director Dowdy commented that the traffic calming measures taken within the last three or four years have been a result of neighborhood meetings held by the Mayor to identify where speed cushions should be located and to gain neighborhood support and acceptance. Director Dowdy said that not one neighborhood has requested that the speed cushions be removed. Member Haugen voiced her support of the current City standard design for speed cushions. Citizen Wayne Osborne presented his research on speed cushions to the Committee. Mr. Osborn stated that the signage for the speed cushions in Auburn recommended a speed of 15 mph and when he drove his truck over the cushions at the recommended speed, the bottom of the truck hit the cushion. Mr. Osborne asked that the Committee consider the safety of the occupants in the vehicles driving over the cushions. Chairman Wagner commented that if driver safety were an issue there would be more diver complaints about the cushions. Director Dowdy stated that the only complaint he has received regarding the speed cushions was when a cushion in the Lakeland Hills area was installed incorrectly and staff has since corrected the problem. Chairman Wagner asked if there are any designs that would be categorized at between a speed cushion and a speed hump. Assistant DirectorlCity Engineer Selle answered that from an engineering perspective, there is a tremendous amount of flexibility available for designing speed cushions and humps to accommodate a policy direction from Council. Vice-Chair Peloza spoke in favor of the current speed cushion design. Mr. Osborne suggested the 15 mph warning signs be changed to 10 mph. Mr. Osborne provided the Committee with an example of a speed cushion in the City of Kirkland which has a more gradual slope than the cushions in Auburn. Mr. Osborne discussed the information regarding speed humps that he read in the ITE manual with the Committee and staff. Mr. Osborne again suggested the 15 mph warning signs be changed to 10 mph or the angle of the cushions be decreased. Chairman Wagner pointed out that decreasing the angle of the cushions may decrease their effectiveness; however the signs may be able to be replaced over time. Vice-Chair Peloza spoke against changing the signs, due to the fact that there have been no complaints about, or injuries caused by, the speed cushions. Assistant Director/City Engineer Selle commented that the speed on the signs is just an advisory and is not a speed limit. Vice- ChairPeloza pointed out the cost that the City would incur changing the advisory signs and that it may not be a wise way to spend City monies. Director Dowdy spoke about how the speed cushions reduce not only speed but also deter pass-through traffic on residential streets. Page 7 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES The Committee and staff continued discussion of changing future advisory signs on new installations. Vice-Chair Peloza stated that he does not see the need to change the advisory signs and pointed out that there are no complaints from the neighborhoods. Mr. Osborne spoke about the markings on the speed cushions and how the cushions are only marked on one side, making them difficult to see on narrow streets and when vehicles are parked over them. Assistant Director/City Engineer Selle said staff will assess this concern and enhance the markings if necessary. Member Haugen voiced her support forthe current speed cushion design and advisory signage. Member Haugen spoke about the importance on the cushions being clearly marked. Chairman Wagner stated that there is no support from the Committee at this time to change the design of the speed cushions, however there should be continued discussion on whether or not to lower the speed on the advisory signs for new installations, and to enhance the markings at some locations. Mr. Osborne pointed out the resolution directed staff to design the cushions at a length of 10'. Chairman Wagner responded that staff will consult with the VFRA regarding emergency vehicles and that the resolution may need to be amended. B. CAPITAL PROJECT STATUS REPORT Item 7 - CP0901- 8t" and R Street Traffic Signal: Chairman Wagner advised staff to keep working on a safe u-turn option at 104t" Street. Chairman Wagner asked about restricting left turn movements into one of the driveways. Assistant City Engineer Gaub stated that once the channelization is in place is will discourage people from turning left. Gaub diagramed the turn restriction on the white board forthe Committee. Gaub said there will also be c-curbing installed to restrict turn movements on the east side of the intersection. Assistant Director/City Engineer Selle stated that work in underway todesign a u-turn at 104t" Street. Vice-Chair Peloza asked when the signal will be operational. Assistant City Engineer Gaub answered that it depends on the weather for the completion of the channelization and c-curbing but that the signal is ready to go once these items are completed. Item 14 - C201A - M Street Grade Separation Project -Demolition of 600 M Street: Vice-Chair Peloza distributed an email from Jodie Vice of CleanScapes, regarding the recycling of demolition materials. Vice-Chair Peloza stressed the importance of the City becoming proactive in encouraging recycling of materials. Vice-Chair Peloza also pointed out that construction companies can get paid to recycle some materials. Assistant City Engineer Gaub stated that the contractor doing the demolition of 600 M Street SE is doing significant recycling and staff is researching how to encourage recycling for other projects without making the project more expensive. Chairman Wagner spoke about previous conversations about recycling and the Committee consensus to not build extra costs into projects by requiring it, but rather encourage the practice. Page 8 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES Item - 21 - CP1006 -Lakeland Hills Reservoir: Chairman Wagner asked if a mural had been chosen for the reservoir. Assistant City Engineer Gaub confirmed that there will be a mural and it is the one the Committee chose. Director Dowdy stated that there is a "not to exceed" amount for the mural in the budget. Vice-Chair Peloza confirmed that the cost of the mural is within the project budget. Gaub answered that to be correct. Item 20 - C201A - M Street Grade Separation: Member Haugen verified that the project is not yet fully funded. Assistant City Engineer Gaub confirmed that $6.8 million is still not funded. Item 22 - CP0915 -Well 1 Improvements: Vice-Chair Peloza asked if the pump failures are due to metal fatigue and are the pumps failing soonerthan they should. Assistant DirectorlCity Engineer Selle answered that each well failure was due to separate issues and when there is a failed pump an investigation is conducted because staff wants to make sure the pump did not fail sooner than its expected life. Selle stated that if staff is unsure what caused a failure, an expert and/or a consultant is called into assist in diagnosing the problem, in response to questions asked by Vice-Chair Peloza. Vice-Chair Peloza asked for a report on the causes of pump failures. Utilities Engineer Repp asked for more specific direction from the Committee regarding the pump data that they would like to review. Utilities Engineer Repp discussed the spectrum of information that could be provided to the Committee. Vice-Chair Peloza stated that he is interested in like-patterns where failure occurs. Utilities Engineer Repp stated that staff with bring information regarding Wells 2 and 6, as they had similar failures. Director Dowdy answered the Committee's questions about the corrosion treatment facilities, which aerates the water and lowers its pH. Page 4 of 5: Vice-Chair Peloza asked when the 2011 budget will be included in the report for the Save Our Streets Program (SOS). Assistant City Engineer Gaub answered that it will be included for the next meeting but that the 2010 project on the report will remain until it is completed. Item C - CP0922 -City Hall Plaza Improvements: Chairman Wagner requested staff include the same budget detail, when they have the information, as is included for the other projects on the CPS Report. ADDITIONAL DISCUSSION Member Haugen spoke about the City's efforts to work on water conservation. Member Haugen recommended exploring what other cities are doing in the way of conservation. Chairman Wagner asked for an update on the Toilet Rebate Program. Director Dowdy reported that staff is also working with Finance Director Coleman on water conservation and leak adjustments and the findings will be presented to the Committee when complete. Chairman Wagner suggested including leakage at trailer parks. Page 9 Public Works Committee Minutes January 18, 2011 DRAFT MINUTES V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:39 p.m. Approved this day of , 2011. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 10