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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 Page 1 of 10 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 Page 2 of 10 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 Page 3 of 10 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 Page 4 of 10 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 Page 5 of 10 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. Page 6 of 10 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 Page 7 of 10 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) Page 8 of 10 (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. Page 9 of 10 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 Page 10 of 10