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Home My WebLink About07-18-2011 cmroF * ± * .Public Works Cor�mittee: � - �� Jul 18 20�1 - 3:30 PM Y � _. Annex Roorro 2 � 'wastitt�cT�oN � . IVIINUTES � � - � 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. � � A. Ro11 Ca01 � � Chairman Wagner, Vice-Chair Bill Peloza, and Member Haugen were present. Also present during the meeting were: Mayor Pete B. Lewis, � � - Councilmember John Partridge,,City Engineer/Assistant Director Dennis . � Selle,Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Traffic Engineer�Pablo Para, Sfreet Systems Engineer Seth Wickstrom,. Project Engineer Jacob Sweeting, Project Engineer Leah Dunsdon, Storm Drainage Engineer Tim Carlaw, Financial.Planning Manager Martin Chaw, - and Pubtic Works Secretary Jennifer Rigsby. Members of the public in attendance included: Largo Wales. B. Announcemerots There were no announcements. � C. Agenda Modifications The agenda was modified, adding Discussi'on Item D, Resolution No. 4728, � which was discussed following Issue B. - Resolution No. 4728 (Mayor Lewis) � A Resolution of the City Council of the City of Auburn, Washington, , Supporting�the King County Veterans and Human Services Levy Mayor Lewis reported fhat the King.County Veterans'.Levy was first approved in 1954�and it was redone six year ago by the King County - . Council. The expansion of Veterans' services included bring personnel and : materials to the City of Auburn, as well as Case Officers who work on Veterans' issues. -� Chairman Wagner asked how much funding the levy generates. Mayor " Lewis answered that$13M for Veterans and $13M for Human Service. Mayor Lewis stafed that there is no change in the levy. , Page 1 ,of 9 Mayor Lewis'answered a question asked by�Vice-Chair Peloza regarding � the wording in the resolution. II. CONSENT AGEIVDA � � A. Approval of Minutes (Selle) � Councilmember Peloza moved and Councilmember . � Haugen seconded to Approve the Public Works Committee Meeting � � . minutes for date, July 5, 2011, as amended. � . Vice-Cfiair Peloza asked that the statement, "...wherein the City is a member of the National League of Cities.(NLC); ;thus, this is a direct benefit . of being a�member;" be added to the last sentence of paragraph 3, Resolutions Item A. - . Motion Carried Unanimously. 3-0. . . B. Public'Works Project No: CP1008 (Wickstrom) � Councilmember Peloza moved and Councilmember Haugen seconded fo Approve that�the Committee recommend the City Council grant perm'ission to enter into Agreement'No. AG-C-402. � Street Systems Engineer Wickstrom explained,that the consultant runs computer.models, using as=built information provided by staff; to determine . � ' the bridge load rating, Chairman Wagner asked'if there was any field work� , involved with the process. Wickstrom answered that there is usually no work done in.the field unless there are questions about:the bridges' inspection reports, also provided to the consultant by staff. Assistant Director/City Engineer Selle stated that the older bridges are being rated using more modern load rating criteria to give the Sfate a basis " to compare them with newer britlges, in response to a comment made by � Chairman Wagner;aboutthe State's load�rating;requirements. Member Haugen asked how often the bridges are inspected. Traffic . Engineer Para`answered that bridges are.inspected in�2-5 year cycles, depending on the bridge's type,of:consfructibn and condition. Member Haugen asked�if the inspections of the. R Street Bridge would.be more st"ringent than the inspections of the`Superrnall Flyover Bridge. Para answered that the R Street Bridge 'is inspected every other year; which is � more often#han the 6ridge-at the SupermalL Vice-Chair Peloza asked how many bridges are in the Cify. Traffic Engineer Para answered that there.are 19 bridges; Vice-Chair Peloza verified that the � Porter Bridge was already rated. Assistant Director/City Engineer Selle - - - confirmed that Vice-CFiair Peloza was correct. _ - � Page 2 of 9 Motion Carried Unanimously. 3-0. III. RESOLUTIONS A. `Resolution No. 4726 (Sweeting) - A Resolution of the City Council.ofithe City of Auburn, Washington, � . Authorizing the Mayor to Negotiate.and Execute an Agreement with Burlington Northern Santa Fe Railway�Company (BNSF) for the Purpose of Consfructing and Maintaining the M Street�:SE`Underpass Project (C201 A) Councilmember Peloza moved and Councilmember Haugen seconded to Approve that the Committee recommend Council adopt Resolution No. 4726. Project Engineer Sweeting explained that the agreement referenced in Resolution No: 4726.gives the City permission to construct the M Street � Underpass in the BNSF Right-of-Way. The agreement contains several conditions and ties into-BNSF's funding contribution to the project. � � Assistant Director/City�Engineer Selle explained that the�agreement is - similar to a permit which allows the City to complete the construction of the � . underpass and the easements granted in the agreemenf gives the City the property�rights to have the bridge in-th.e BNSF Right-of-Way and do work - associated with:the bridge, in response to questions asked by Chairman Wagner. � Project Engineer Sweeting stated that Exhibit D is.not currently included , � � with the agreement because it is still being negotiated and includes track work to be done by BNSF, following questions asked by Chairman Wagner. Chairman Wagner asked if Legal and Risk Management staff have reviewed the agreement. Sweeting answered that the agreement has.been reviewed by both departments and has,.been deemed acceptable. The - agreement is BNSF's standard agreement;and the City has negotiated the terms that it could. Mayo.r Lewis commented that BNSF only`uses their own � agreements which are signed off on by the State of Washington and BNSF � does not allowtheir agreements to be changed:�Chairman Wagner stated � that although the agreement may not be able�to be changed, City staff can conduct business i:n such a way it will decrease the risk"of being charged by the railroad. Mayor Lewis agreed that staff needs to be knowledgeable of the terms ofthe agreement and Councif needs#o alert staff to areas of the - agreement#hat need certainty, as a matter of policy. Assistant Director/City Engineer Selle poinfed'out that the project's consultant has experience in working with the railroads and agreements similar to the one between the City and�BNSF. � _ . Vice-Chair Peloza pointed out the inconsistencies in the formatting of the _ - Page 3 of 9 money amounts in the agreement. Mayor Lewis said that staff can point that � out to BNSF. Project Engineer Sweeting answered a question asked by Chairman � Wagner regarding the time allotted to BNSF for their review of the preliminary engineering, design, and�preparation of BNS;F contract � documents. Sweeting confirmed there are time limits included in the agreement. . Chairman Wagner asked that staff ask if BNSF has a definition of "an emergency nature," as referenced in item nurriber 4 on page 27 of 74. Vice-Chair Peloza asked,how the cost of emergency work will be calculated. Project Engineer Sweeting answered #he cost would be directly from the invoices of the emergency repair work. � Project Engineer Swe.eting confirmed.all of the costs that virill be included with Exhibit D, once 'it is complete, in response to questions asked by Chairman Wagner regarding the insurance expenses referenced in item number 5 of page 27 of 74. The Committee and staff discussed the stipulation stating that any deviations and changes in the project's plans need be reviewed by BNSF � for impact to safety and operations and the process of the review. Chairman Wagner asked why there is no consfruction or future maintenance allowed on the bridge in the fourth quarter, as stated in item number 9�on page 34 of 74. Project Engineer Sweeting answered that there are restrictions in the fourth quarter due to heavy shipping tra.ffic and is usually driven by UPS traffic. Sweeting stated that the City has already submitted a waiver request letter to allow construction during the fourth quarter. Chairman Wagner asked if there will be a delay of the project if the waiver is not granted. Project Engineer Sweeting stated that work on the project will continu:e in tlie surrounding vicinity, but the work in the BNSF Right-of-Way will not be performed.. ' Project Engineer Sweeting answered questions asked by Chairman Wagner regarding the purchase of liability insurance and the project cost estimate. Chairman Wagner asked if the Mayor will review Exhibit D prior to executing the agreement. Mayor L'ewis stated that not only will he review the exhibit, but the Council will be,provided with the exhibit as well. Mayor Lewis said that if the agreement exceeded the budget, it would be reviewed a second time by the Public Works.Committee and Council. - Vice-Chair Peloza asked who the City's bridge designer is. Assistant � . _ Director/City Engineer Selle answered that there is a consultant for this _ Page 4 of 9 � project. Project�Engineer Sweeting stated that the consultant for the project is.CH2M Hill Inc. � Motion Carried Unanimously. 3-0. . B. � Resolution No. 4727 (Dunsdon) A Resolution of the City Couneil of the City of Auburn, Washington, Authourizing the Mayor to Accept a Grant from The Washington State Departmenf ofi Transportation for Safe Routes�to�School Improvements at Hazelwood Elemenfary,;Lea Hill Elementary�and Rainier Middle_Schools Councilmember Peloza moved and Councilmember . _ � Haugen seconded to Approve that the Committee recommend Council � adopt Resolution No. 4727. � Chairman Wagner asked if there are still a lot of missing links in the Safe Walking Routes: Traffic Engineer Para stated that there is more work that needs fo be done ih the Lea Hill area to complete the walking routes: . Chairman Wagner asked how the routes includedyin the project's scope _� - were selected; Traff.ic Engineer Para answered that the City worked with the _ School District to identify the routes where there are a lot of students walking to and from school. Para stated�.that closing the gap on SE 312th Street will.provide a safe walking route for students and help alleviate the need to bus students the short distance to Lea Hill Elementary School. : The Committee and staff reviewed the project vicinity map. Project Engineer Dunsdon answered questions asked by Vice-Chair Peloza regarding the project budget and the grant match. Assistant Director/City � Engineer Selle explained that-the resolution accepts the grant funds and � enters into an agreement with the State to receive the funds for the design phase of the project out of the grant funds; and in doing so; the City is recognizing the participation of the School District and their contribution to the.project. The remaining funds for.right-of-way and construction will be obligated further into the project. The Committee and staff reviewed the allocation of project funds included in the agreement. _ Member Haugen asked when the project will be completed. Project Engineer Dunsdon stated that construction is anticipated to begin in Spring/Summec2012 with completion of the project by Fall 2012. Motion Carried Unanimously. 3-0. - � � IV. DISC9JSSION ITEIIAS - . � Page 5 of 9 A. 2011 Arterial and Collector Grackseal Project Streets (Wickstrom) Chairman Wagner.asked'if there would be any value in cracksealing � , portions of M Street; Street Systems Engineer Wickstrom answered that the '. condition of the asphalt on M Street is too poor to betreated using crackseal but staff:is still working to include portions of M Street SE in tfie scope of the arterial patching project. � Street Systems Engineer Wickstrom described the crackseal repair process at the request of Vice-Chair Peloza. � Chairman Wagner asked how fast the crackseal treatment cures. Assistant Director/City Engineer Selle answered thatthe product that is currently used cures fairly quickly and the City tries to control traffic within the area:until it . - sets. Street Systems Engineer Wickstrom sfated that the contractor that the City used for the past couple crackseal projects used a special material to improve the curing time. " Assistant Director/City Engineer Selle answered a question about the crackseal.material asked by Member Haugen. Member Haugen asked if the - � product has been improved over the years. Assistant Director/City Engineer Selle answered tliat it has been refined over time. B: Storm Drainage SDC LID Incentive (Carlaw) Storm Drainage Engineer Carlaw distributed additional informational materials to the Committee. Carlaw spoke about the policy questions regarding Low Impact Development (LID) incentives, on which the staff is asking the Committee ,� for guidance. � Storm Drainage Engineer Carlaw stated that the method of providing a System Development Charge (SDC) LID incentive creditthat staff is currently researching includes a base charge and a LID variable charge: Carlaw reviewed the current flat-fee;structure. Carlaw stated that - staff is also trying to determine what would be�a reasonable breakdown , percentage befween the base charge and the LID variable charge. Staff used a 70/30 breakdown as an illustration of how the credit would work. . - � Storm Drainage Engineer Carlaw reviewed some-of the environmental and : economic benefits.to a LID incentive credif to be eonsidered by staff and the Committee. Chairman Wagner stated that he is in agreement with the listed benefits of the incentive. � Mayor Lewis spoke of the benefits to not only new development, but also the benefits to redevelopment of properties wliere they are lessening the -� _ impact on the City's storm system. Mayor Lewis stated that what staff is � � Page 6 of:9 , finding isthat with the changes in Federal law, .it is`becoming increasingly financially difficult for an existing business to expand or change the footprint of their business due to the new storm drainage requirements and having� - an LID credit may enable them to do so. Storm Drainage Engineer Carlaw answered questions asked by Chairman Wagner regarding the currently policy of how SDCs are charged for redevelopment. Sform Drainage Engineer Carlaw discussed the'LID incentive credit concept developed by staff outlined on page 4 of informational materials. A base SDC of 30%would be applied to all new impervioas surfaces consistent with current code and the remaining 70% could be made available as a LID credit or incentive. The credit could be for impervious surfaces that are not di,rectly connected to the City's storm system; including porous cement, pavement, or sidewalk, rain gardens, infiltration trenches or ponds. Carlaw and the Committee continued discussion on the LID variable charge calculations and credit percentages. � � The Committee supported the idea of a_SDC LID incentive credit. Chairman . Wagner stated that the concept of a base charge and LID variable charge made sense and the Committee members agreed. Chairman Wagner distributed,his.list of written comments.to the.Committee � - , and staff. The Committee and staff reviewed`Chairman Wagner's � considerations. � Chairman Wagner discussed the possibility ofi designating different . � geographic areas with some varied charges based on how much of the storm system developments utilize. Mayor.Lewis spoke about the differences in storm drainage between properties on the hillsides and properties in the.flat lands. Mayor Lewis and Chairman Wagner continued discussion regarding the different areas of the City, the varied impacts on the storm.system, and how that may.affect the amount of LID incentive received. Chairman Wagner spoke about the possibility of hiring a consultant to help with the detailed analysis of the SDC LID incentive. Mayor Lewis said that . � at this-point staff is looking for direction from the Committee and a decision on whether or not to hire a consultant has not'been made yet. The Committee and staff continued review of Chairman Wagner's list of considerations. Assistant Director/City Engineer Selle spoke about the difference between storm drainage SDC connection charges paid during development and the : _ Page 7 of 9 monthly utility billing property owners pay which is dependent upon the type of water qualify and flow control provided on their site. . The Mayor addressed comments made by Chairman Wagner regarding the . staff's ability to calculate the typical cost of stormwater management systems on recent development projects. Assisfant Director/City Engineer Selle spoke about the conditions that may make calculating the costs difficult. Chairman Wagner spoke about the considerations and how the base charge and incentives may be calculated and.how the City could be able to provide incentives. � Assistant Director/City Engineer Selle stated that one of the policy questions that need to be considered is how complex of an SDC credit process does the�Cify want to develop. Selle spoke about the costs related _ to implementing and managing a more complex process versus a more simple, less detailed process given the relatively small amount of annual SDC charges coltected. . , Chairman Wagner stated that he likes the policy and idea in.general, but pointed out that developing the calculations used to defermine charges may � kie difficulf. - Mayor Lewis asked for an average of fees collected for stormwater � management development over the Iast 10 years to be distributed to the � - Committeel and that if it is determined thaf a consultant is needed, staff will � _ . utilize a phased contract approach. Chairman Wagner agreed. � C. Capital Project Status Report (Gaub) Item No. 4— C507B.-Auburn Pacific Trail Phase 2: Chairman Wagner asked if there were any issues with the trail location and residents. Assistant City Engineer Gaub answered that the City of Pacific has been.handling communication with their residents and that both Cities are working with one resident on�adjusting virhere the sidewalk that is crossing a.driveway to address a grade concern, Chairman.Wagner asked staff to check with the City of.Pacific to see if there was any feedback from residents. - - . Item No. 5 =CP1010—2010 Storm Drainage Repair/Replacement: Member Haugen asKed if the project-is an ongoing project; Assistant City Engineer . Gaub answered that a Storm Repair and Replacement Program is budgeted annually in the storm drainage budget. The 2010 project is doing improvements at three specific pond locations only. Mayor Lewis spoke about some of the problems with storm ponds located - on Lea Hill, in response to comments made by Member Haugen. Assistant - � Page 8 of 9 Director/City Engineer Selle stated that the priority of the storm projects are usuafly determined by reports from staff concerning the difficultly to maintain facilities and/or flooding problems. Item No. 20 — C201 A— M Street Underpass: Assistant City Engineer Gaub stated that WSDOT certification, which is pending, is the certification by the State that the Right-of-way acquisition is complete and in conformance with the requirements, in response to a question asked by Chairman Wagner. Item No. 18 — CP0916—West Valley Hiqhway— SR 18 to W Main: Vice- Chair Peloza asked if construction is still delayed until 2012. Assistant City Engineer Gaub stated that the project is no longer delayed because the Army Corps of Engineers permit was received on Friday. The Capital Project Status report had been completed and included in the packet prior to the permit being received. Item No. 15— CP0756— Lea Hill Pump Station Decommissioning Phase 2: Assistant City Engineer Gaub confirmed that work has started on the project, in response to a question asked by Vice-Chair Peloza. Item No. 27—CP1024—AWS and M Street SE Intersection:Chairman Wagner asked when the c-curbing is going to be installed across 17th Street, near the M Street SE intersection. Traffic Engineer Para stated the neighborhood residents are being notified and the c-curbing will be installed in Summer 2011. Item A— CP0922— City Hall Plaza Improvements: Member Haugen asked if the project came in under budget. Assistant City Engineer Gaub answered the final pay estimate us being processed and it will go through the Downtown Redevelopment Committee when it is finalized. Gaub stated that she does not know what the final number is but the Capital Project Status Report reflects the current estimate. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:40 p.m. Approved this 1 st day of August, 2011. ti�G�� Rich Wagner Jennifer Ri sby Chairman Public Works Department ecretary Page 9 of 9