HomeMy WebLinkAbout02-21-2012 cnvoF_ =��* • Public Works Committee
February 21, 2012 - 3:30 PM
Annex Room 2
VJASH I NGTON MINUTES
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, 98002.
A. Roll Call
Chairman Wagner, Vice-Chair Bitl Peloza, and Member Osborne were
present. Also present during the meeting were: Public Works Director
Dennis Dowdy, City Engineer/Assistant Director Dennis Selie, Assistant City
Engineer Ingrid Gaub, Maintenance and Operations Manager Randy Bailey,
Project Engineer Robert Lee, Finance Director Shelley Coleman, Financial
Planning Manager Martin Chaw, Street Systems Engineer Seth Wickstrom,
Project Engineer Ryan Vondrak, Traffic Engineer Pablo Para, Traffic
Operations Engineer Scott Nutter, and Public Works Secretary Jennifer
Rigsby
B. Announcements
There were no announcements.
C. Agenda Modifications
There was one agenda modification, the addition of Discussion Item F King
County Road Services Agreement.
II. CONSENT AGENDA
A. Approval of Minutes
Councilmember Peloza moved and Councilmember
Osborne seconded to approve the Public Works Committee Meeting
minutes for February 6, 2012.
Motion Carried Unanimously 3-0.
B. Public Works Project No. CP1010 (Lee)
Approve Final Pay Estimate No. 4 to C6ntract No. 10-26 with Reed
Trucking & Excavating, Inc. in #he Amount of $5,274.80, for a Total
Contract Price of $117,643.04, and Accept Construction of Project No.
CP1010, 2010 Storm Drainage Repair/Replacement
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Councilmember Peloza moved and Councilmember
Osborne seconded to recommend City Council approve Final Pay Estimate
No. 4 to Contract No. 10-26 in the amount of $5,274.80 and accept
construction of Project No. CP1010, 2010 Storm Drainage
Repair/Replacement.
Project Engineer Lee explained that there have been three previous pay
estimates and this pay estimate is the fourth and final pay estimate, in
responses to a question asked by Member Osborne.
Motion Carried Unanimously 3-0.
III. DISCUSSION ITEMS
A. Utility Rate Discussion (Coleman/Chaw/Repp)
The Committee and staff reviewed the graph titled, "City of Auburn Sewer
Utility Rate Revenue Requirements 2012 Rate Study Update," and pie chart
provided by the Finance Department.
Chairman Wagner asked for a more detailed breakdown of the components
that make up the proposed 33% sewer utility rate increase.
Finance Director Coleman expiained that at the time of the 2009 Utility Rate
Study it was assumed that rate increase would be enough to cover the
utility's expenses but due to the severity of the economic recession, the
system growth was less than anticipated and the rates and expenses are
not trending together
Chairman Wagner clarified what data that the Committee wouid like to
review, the components that make up the difference between revenues and
expenditures that make up the proposed 33% rate increase, for staff Mayor
Lewis suggested the anticipated budget and the real budget be provided to
the Committee. Mayor Lewis stated that the budget for the utility shows ali
of the components of the rate increase, and the fact is the income received
on projections was lower than each of the budgets.
Finance Director Coleman stated that the King County Metro fees are not
included in the graph that was provided to the Committee. The graph
includes only the City's rates and the expenses that are covered by the
City's rates, in response to a question asked by Chairman Wagner
Finance Director Coleman pointed out that when the 2009 rate study was
done, there was 2% growth factored into the revenues and that growth did
not materialize.
Using the data on the graph for 2009, Chairman Wagner asked what the
components were that attributed to the difference between the revenues of
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the existing rates and the 2009 estimated revenues. Mayor Lewis answered
that the primary factors were lack of anticipated growth, weather,
conservation, and the economy that caused less use of water Chairman
Wagner asked for Finance Director Coleman to provide the Committee for
the percentage of each factor, listed by Iulayor Lewis, that equals the
difference between the revenues of the existing rates and the 2009
estimated revenues and to calculate the same for each year shown on the
graph.
Mayor Lewis addressed questions asked by Vice-Chair Peloza about the
reasons why staff did not recommend rate increases sooner when the 2%
arrticipated growth did not occur
Vice-Chair Peloza asked how operation costs have been handled. Mayor
Lewis asked how many employees are included in the utility cost. Finance
Director Coleman answered approximately 12-14 employees are directly
funded. Mayor Lewis stated that it is not employee cost that is causing the
gap between revenue and expe.nses. Mayor Lewis stated that the
operational costs have been contained.
Vice-Chair Peloza asked how the operational costs for the utility were
reduced. Finance Director Coleman stated that she would provide the data
for the reduction.
Finance Director Coleman confirmed that debt service has been met so far
following an inquiry made by Vice-Chair Peloza.
The Committee and staff reviewed the Utility Rate Study memo.
Chairman Wagner asked that the base rates for 2011 be used instead of
the base rates for 2010 in the ordinance changes.
Chairman Wagner asked staff to provide the spreadsheet that had the users
broken out that had been presented to the Committee in the past. Chairman
Wagner asked that the budget also be provided at the next meeting to be
included in ihe discussion.
Chairman Wagner explained that the Committee had reviewed the CIP
enough to determine that capital projects will not be rescheduled in order to
reduce the proposed increase. Chairman Wagner stated that the Committee
was in support of the proposed rate increases for the water and storm
utilities; however, they need additional information regarding the proposed
� sewer increase to enable the Committee members to explain the increase
to constituents.
Vice-Chair Peloza asked for additional information on the King County
Metro fees for the sewer utility
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Member Osborne spoke about including cost of living increases to the
sewer utility rates foilowing 2014 The Committee and staff discussed how
future increase may be included.
B. 2011 Save Our Streets (SOS) Year End Report (Wickstrom)
The Committee and Street Systems Engineer Wickstrom reviewed the 2011
Save Our Streets Year End Report.
Chairman Wagner asked if the 59 miles indicated as 2005 figures on page 1
include the roads in the annexation area. Street Systems Engineer
Wickstrom answered that the annexation miles are included. Chairman
Wagner asked to include a clarifying statement in the report that the 59
mites includes the roads that were annexed in 2008.
Chairman Wagner asked if the goal PCI of 70 is considered good or fair
condition and suggested using 71 as the goal number to indicate the goal is
for roadways to be in good condition. Director powdy stated that the goal in
the TBD materials is "a PCI above 70." Chairman Wagner asked that
information be inciuded in the report.
Chairman Wagner suggested adding a column to Figure 3 for Typical
Life. Chairman Wagner stated that it could be added on next year's report.
Street Systems Engineer Wickstrom answered questions asked by Member
Osborne regarding the cost difference between Chip Seal and Doubie Chip
Seal pavement treatments.
Chairman Wagner asked that a matrix explaining how streets are chosen to
be included in each year's project list be provided. Assistant Director/City
Engineer Selle stated that some of the factors are subjective, so staff:will
examine the possibility of putting the decision process into a matrix format.
Member Osborne pointed out who the report's audience is and advised
against making the information too technical.
Chairman Wagner stated that he would still like the Committee to review
some type of matrix to determine its usefulness and whether or not it should
be included in future reports.
Member Osborne suggested changing the verbiage in paragraph three on
Page 3. Mayor Lewis recommended a stronger focus on PCI and the
condition of the roadway
The Committee and staff discussed potential methods citizens could use to
communicate with staff and provide input regarding the street selection
process for the SOS program. Mayor Lewis suggested a separate email
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account for SOS program comments in next year's report.
Vice-Chair Peloza recommended changing the wording of the first sentence
in the last paragraph of the report to, "Future SOS streets will be
evaluated. "The Committee and Wlayor Lewis agreed.
Chairman Wagner spoke about the importance of continued education for
the public regarciing the difference between arterial and local streets. Mayor
Lewis stated that media addressing the bond issue will provide that
information.
C. M Street Underpass Project - Traffic Detour Plan (Vondrak)
Director powdy announced that Project Engineer Vondrak will now be
managing the M Street Underpass Project because Project Engineer
Sweeting is moving out of state.
Project Engineer Vondrak explained that the M Street Closure Detour map
outlines the detour plan that is 'included in the contract documents for the
contractor to follow The detour plan was developed by City staff in
consultation with the projecYs design consultant.
Using the M Street Closure Detour Map, Project Engineer Vondrak outlined
the planned detours for the M Street Underpass Project. Project Engineer
Vondrak stated that M Street SE, from 6th Street SE to 4th Street SE, is
allowed to be closed for up to 12 consecutive months, as per the
construction contract. Concurrently, the contractor may close the
intersection of 4th Street SE, between L Street SE and M Street SE, as well
as the intersection of 6th Street SE, between L Place SE and M Street SE
for 14 consecutive calendar days for utility work and again for 28
consecutive days for grading and paving work.
Using a detour map Project Engineer Vondrak briefed the committee on the
detour routes. Vondrak stated that the road closure notice boards will be
posted a month prior to the closure and during the closure there will also be
detour signs.
Project Engineer Vondrak and Assistant City Engineer Gaub answered
questions asked by Chairman Wagner regarding how drivers who only
occasionally use M Street northbound will navigate the detour during the
closure at 6th Street SE.
Project Engineer Vondrak pointed out that there are two traffic signals
included on the detour route which are controlled by the Washington State
Department of Transportation (VVSDOT). Vondrak stated that the City
signals-along the detour routes will be closely monitored during the closures
and adjusted as needed. Staff will be in communication with WSDOT
regarding their two signals; however, the City does not have the ability to
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control these signals.
Assistant Director/City Engineer Selle stated that during the closure, if staff
receives a complaint from neighborhoods regarding pass through traffic on
the residential streets along the detour route, those problems will be
addressed individually Staff anticipates there will be a need for some
adjustments.
Traffic Engineer Para stated that there has been some traffic modeling
done, in response to a question asked by Member Osborne. Member
Osborne voiced his concern regarcling traffic congestion along E. Main
Street. Staff confirmed the road closures will cause some traffic congestion
on E Main Street and on Auburn Way at the SR 18 ramps.
Member Osbome suggested using K Street SE beiween Main St and 4th
Street SE as part of the detour route. Mayor Lewis pointed out that K Street
SE is a residential street and contains speed humps and a traffic circle and
would prefer not to include K Street SE as a preferred detour route.
Mayor Lewis suggested focusing on diverting traffic from getting on to M
Street. Traffic Engineer Para responded that staff is intending to divert
traffic from 8th Street NE befo.re it gets to M Street and move traffic towards
Auburn Way
Member Osborne asked if the 4th Street SE closure can be planned during
a time when school is not in session. Assistant City Engineer Gaub
answered that in order to do the construction on the underpass; the utilities
must be relocated at the very beginning of the project, in April. The other
closure will occur depending on the contractor's schedule. Mayor Lewis
discussed the preferred time for the second 4th Street ciosure which would
be beiween mid-June and August; however, the timing of the closure will be
dependant on the contractor's schedule of work.
Vice-Chair Peloza stated that there may be some congestion but he
believes drivers will adjust. Mayor Lewis agreed.
Project Engineer Vondrak stated that the map will be provided to all of the
Councilmembers electronically
Project Engineer Vondrak and Traffic Operations Engineer Nutter
responded to Chairman Wagner questions regarding the location of the
electronic message boards.
Mayor Lewis and the Committee suggested posting the detour map in the
newspaper and providing the maps to the school district, Green River
Community College, and tfie Muckleshoot Indian Tribe. Mayor Lewis stated
that the maps will also be provided to all of the neighborhood groups.
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Traffic Engineer Para confirmed that no established bicycle routes will be
impacted during the closure, 'in response to a question asked by Chairman
Wagner
D. Capital Project Status Report (Gaub)
Item 8—CP1005—South Division Street Promenade Project: Vice-Chair
Peloza commented that the finish date is now April 2012. Assistant City
Engineer Gaub said that the date changed due to weather delays.
Item 4—C1006 — Lakeland Hilis Reservoir 6: Assistant City Engineer Gaub
stated that the project is close to completion and the contractor is still
working on the electronic controls, in response to a question asked by
Member Osborne.
Chairman Wagner asked if there is any sound that emanates from the
reservoir as water is moved in and out. Assistant City Engineer Gaub
answered that there is no significant noise from reservoir filling operations.
Item 11 — C207A—A Street NW Corridor Phase 1 . Chairman Wagner asked
for a status update. Assistant City Engineer Gaub reported that the
contractor is working on removing the preload from the northem area and
has started the utility work there as well. The current schedule has the road
being open in June 2012, dependant on weather
Chairman Wagner asked when_the north entrance to the Post Office will be
open. Assistant City Engineer Gaub answered that the Post Office first
needs to work on their parking lot area and the last information from the
Post Office is that they would be working on the parking lot in March or
April.
Assistant City Engineer Gaub stated that the contract time runs out in
October, but the work is ahead of schedule and should have the roadinray
open in June, however, this work is highly weather dependant, in response
to a question asked tiy Vice-Chair Peloza.
Item 23 — CP1120— Lea Hill Safe Routes to Schools
Imorovements: Assistanf City Engineer Gaub stated that the grant funds are
still in the process of being obligated and work cannot begin until that
process in completed. Due to the proximity to the schools, staff would like
construction to be scheduled during the summer months when school is not
in session, in response to a question asked by Member Osbome.
E. Activities Matrix (Dowdy)
Vice-Chair Peloza spoke about a conversation he had with a citizen
regarding street lighting on 102nd Street. Vice-Chair Peloza stated that he
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went to 102nd Street to look at the lighting situation and asked staff if it was
feasible to install lighting.
The Committee and staff discussed the practicability and costs related to
installation and maintenance of street lights and possibility offering the
opportunity to form a LID (Local Improvement District) for street lighting.
Assistant DirectodCity Engineer Selle explained that there are several
areas in the annexation areas that are in need of municipal lighting
improvements. Selle stated that the focus has been more on lighting
improvements on arterials, at intersections, in parks and near schools
versus going into every neighborhood due to cost.
Director powdy spoke about the available budget from street
lighting. Director powdy estimated that PSE billings for streetiight expenses
will be at the budget amount this year
The Committee asked that street lighting be added to the matrix. Assistant
DirectodCity Engineer Selle.said that he will bring back inventory and cost
of operation information back to the Committee.
Item C—Street Striping/Marking Standards: Traffic Engineer Para stated
that there is a base-level standard for markings that is spelled out in the
MUTCD for when a road should be striped and it is based on volume and
characteristic of the road, in response to a question asked by Chairman
Wagner Chairman Wagner asked that the standards be brought to the
Committee for review
Item B —Street Median Maintenance: Assistant DirectoNCity Engineer Selle
asked what scope of work Committee would like to discuss. Vice-Chair
Peloza stated that the Municipal Services Committee was trying to identify
the departments that are responsible for maintenance of inedians. Director
Dowdy answered that if the median is hardscaped, Public Works is
responsible for maintenance and if the median is landscaped with greenery,
it is the Parks Department's responsibility
Maintenance and Operations Manager Bailey confirmed that division of
labor to be correct.
Maintenance and Operations Manager Bailey reviewed how the harcfscape
medians are maintained and the schedule for maintenance with the
Committee.
Following the clarification from staff, the Committee agreed that the item
can be removed from the matrix.
F King County Road Services Agreement (Para)
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(Discussion Item F was discussed prior to Discussion Item D)
Traffic Engineer Para spoke about the pros and cons of using King County
as the City's seroice provider for striping and other road services versus
advertising for bids. Para explained that there had been quality control
issues with private contractors in the past. Assistant Director/City Engineer
Selle spoke about the cost to the City of putting the projects out to bid and
administering the contracts. Assistant Director/City Engineer Selle stated
that working with the County is also more flexible than working via contracts
and allows the City to address issue that may come up during the course of
a year Director powdy pointed out that King County also provides a project
manager, saving additional money
Traffic Engineer Para stated that in 2011, the City had agreements with
both Pierce and King Counties and that he had previously provided the
Committee with a cost comparison between the two counties, in response
to a question asked by Chairman Wagner Traffic Engineer Para said that
King County was able to provide service at a significantly reduced price and
the intention for this year is to contract the striping work solely through King
County Para said that staff may consider Pierce County to install some
thermal pavement markings as a trial since they are still under contract
through 2012.
The Committee and Traffic Engineer Para discussed the scope of work
included in the agreement and the amount of the contract.
Traffic Engineer Para responded to questions from the Committee
regarding the contract cost estimate and budget. Chairman Wagner asked
that a not to exceed amount be included in the contract.
Assistant Director/City Engineer Selle stated that when the resolution
comes back to the Committee for action, all of the budgeted amounts for
pavement markings, bridge inspections, on-call services, and bridge
improvements will be clearly spelled out.
Chairman Wagner asked that the reasons, that Traffic Engineer Para
outlined, for not putting the contract out for bid and instead having an
agreement with King County be included in the agenda bill. The Committee
agreed.
Director powdy stated that aimost every other jurisdiction in southern King
County also contracts with the county for road services.
Vice-Chair Peloza asked if all of the City streets that are normally marked
were marked in 2011 Traffic Engineer Para confirmed that they were and
some additional streets were marked also.
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Vice-Chair Peloza suggested a termination clause be included in the
agreement. Chairman Wagner agreed.
The Committee and staff discussed the not-to-exceed language that will be
added to the agreement.
Traffic Engineer Para answered a question from MemberOsborne
regarding the timing of pavement surface treatments and pavement
markings which are both weather dependant.
IV ADJOURNMENT
There being no further business to come before the Pubiic Works Committee,
the meeting was adjoumed at 5:38 p.m.
Approved this 5th day of March, 2012.
Rich W�hairma� J i er igs y, De ent Secretary
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