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HomeMy WebLinkAbout08-20-2012 cmroE_ .=�~* • Public Works Committee August 20, 2012 - 3:30 PM � Annex Room 2 VJASHINGTON 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, VVashington, 98002. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osbome were present. Also present during the meeting were: Mayor Pete Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Transportation Planner Joe Welsh, Project Engineer Robert Lee, Street Systems Engineer Seth Wickstrom, Water Utility Engineer Cynthia Lamothe, Project Engineer Ryan Vondrak, citizen Scot Pondelick, and Public Works Office Department Secretary Jennifer Cusmir B. Announcements There were no announcements. C. Agenda Modifications There was one agenda modification, Resolution Item A, Resolution No. 4850. II. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember Osborne seconded to approve the minutes of the August 6, 2012 Public Works Committee Meeting. Motion Carried Unanimously 3-0. B. Right-of-Way Permit No. 12-25 (Welsh) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-Way Use Permit No. 12-25 for The Auburn Downtown Association Wine and Music Festival. Page 1 of 9 Transportation Planner Welsh explained that last year's Wine and Music Festival was held east of Division Street and West of Aubum Way N and this year the applicant is proposing to hold the event centered around the City Hall Plaza. Member Osbome asked who is the head of The Aubum Downtown Association (TADA). Mayor Lewis answered the president of TADA, Allison Vandenberg from WA Federal Savings is currenfly heading the organization. Motion Carried Unanimously 3-0. C Public Works Project No. CP0915 (Lee) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council grant permission to advertise for bids for Project No. CP0915, Well 1 Transmission Line. Chairman Wagner asked if the transmission line intersects with the M Street Underpass. Project Engineer Lee answered that the transm'ission line starts just south of the M Street Underpass Project. Member Osborne asked about the results of consultant work done at Well 1 in prior years. Utilities ,Engineer Repp responded that the consultant's effort was to complete a hydrogeologic assessment of Well 1 The consultant examined the well's capacity and physical condition to help determine if a new well needed to be built or if the existing well house and motor control for Well 1 could be reconstructed. There was also a pump test conducted to look at aquifer production rates and overall ability of the well facility to produce water Utilities Engineer Repp stated results from the testing were positive. The underground portion of Well 1 is in reasonable physical condition considering the age of the facility and the well does not need to be replaced. Utilities Engineer Repp stated that the well is functioning at full capacity, in response to a question asked by Member Osborne. Motion Carried Unanimously 3-0. D Public Works Project No. CP1109 (Lee) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council approve Change Order No. 3 in the amount of $31,134 11 to Contract No. 11-15 for Page 2 of 9 Project No. CP1109, 2011 Storm Pipeline Repair and Replacement— Phase. There were no questions from the Committee. Motion Carried Unanimously 3-0. E. Public Works Project No. CP1216 (Wickstrom) Councilmember Peloza moved and Councilmember Osbome seconded to recommend City Council grant permission to award Contract No. 12-17 to Doolittle Construction LLC on Their Low Bid of$137,770.00 for Project No. CP1216, 2012 Arterial and Collector Crackseal Project. Member Osbome asked if the areas that receive crackseal and other pavement treatments will be re-striped. Street Systems Engineer Wickstrom answered that the contractor will restripe and remark the pavement. Motion Carried Unanimously 3-0. F Public Works Project No. CP1206 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council approve Change Order No. 1 to Contract No. 12-10 for Project No. CP1206, 2012 Pavement Parching, Chipseal and Overlay Project. Chairman Wagner stated that he is pleased that double chipseal treatment is being applied to 105th Place SE/107th Place SE/SE 320th Street. Motion Carried Unanimously 3-0. III RESOLUTIONS A. Resolution No. 4850" (Repp/Lamothe) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Execute a Construction Loan ,�qreement Between the City of Auburn and the Washington State Public Works Trust Fund Board Relating to the Well 1 Improvements Project (CP0915) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolution No. 4850. The Committee and staff discussed the yearly payment amount for the 20 year, $3,325,000.00 loan. Page 3 of 9 Director powdy explained that the loan was made on a previous project estimate so the current project estimate exceeds the amount of the loan. Member Osborne asked if the project construction will be completed on schedule or ahead of scHedule. Water Utility Engineer Lamothe stated it looks likely that the project will be completed ahead schedule and explained that if construction is complete within four years the City will receive a 25% reduction in interest and if the project is completed within three years there will be up to .5% reduction. The Committee and staff discussed the project construction schedule. Motion Carried Unanimously 3-0. IV DISCUSSION ITEMS A. 2013-2018 Transporation Improvement Program Annual Update (Para) Chairman Wagner asked if anything was added to the Transportation Improvement Program (TIP). Transportation Manager Para stated that the Finance Department made a minor change to a projecYs funding source but the funding amoun# was not changed. Chairman Wagner asked that the years be included in the header of the document. Transportation Manager Para stated the project being removed from the TIP are either completed or are being transferred to the Comprehensive Transportation Plan, in response to a question asked by Vice-Chair Peloza. Transportation Manager Para stated that the Public Hearing for the TIP is scheduled for September 4, 2012 and the TIP will be sent to Council for approval on September 17, 2012. Chairman Wagner asked about the due date for adoption of the TIP Transportation Manager Para stated that the State asks for the TIP by July and next year's update should be completed before July B. Residential Street Lighting (Dowdy) Assistant Director/City Engineer Selle explained that the estimated number of street lights represented on the Street Light Data Sheet are constantly changing base on City and developer projects, i.e. adding new PSE lights, converting PSE lights to City lights, adding new City lights, etc. Page 4 of 9 Assistant Director/City Engineer Selle pointed the estimated annual street light cost of power befinreen metered and unmetered systems and the City's lighting standards, also included on the Street Light Data Sheet. Selle stated that the goal with both the City light system and PSE lights is to try to light each intersection and a light at mid- block, on a typical residential street. The Committee and staff reviewed the Residential Street Light Policy Issues. Chairman Wagner asked what determines when PSE will charge the City to install lights on existing poles and when PSE will not charge. Assistant Director/City Engineer Selle answered that PSE there are existing wooden poles in the area with power available, will install a light and the only charge to the City is ongoing payment of the power bill. If there is no pole, wire, or power with the correct transformer then PSE would charge the City for installation. Selle stated if the pole is "light ready" and there is a request for a light and the location meets the City's criteria, the City will request that PSE install a light. Chairman Wagner asked for additional information on the cost for installation when a "power ready pole" is not available. Assistant Director/City Engineer Selle stated the approximate cost of a typical span of wire is $800.00 and to add a transformer is approximately $3,000.00. If a pole needs to be installed, the change would be approximately $1,500.00. Mayor Lewis and Committee discussed the possible policy for requests for adding lights to new PSE poles. Mayor Lewis outlined two possible options either present each request to the Committee and then determine a funding source or.ask Council to find an available funding source for street lighting and they present each request to the Committee for approval. The Mayor and Committee discussed the estimated number of requests the City will receive if the Council decides to change the current policy Assistant Director/City Engineer Selte responded to questions asked by Vice-Chair Peloza regarding how requests for particular neighborhoods are processed by staff Chairman Wagner asked that a notation be made that there is very little staff time/cost to determine whether lights can be installed on an existing pole or not. Chairman Wagner asked if PSE_ever participates in the formation of Local Improvement Districts (LIDs)..Assistant DirectoNCity Engineer Selle and Mayor Lewis answered that PSE does not participate in Page 5 of 9 public system improvements such as LIDs. Assistant Director/City Engineer Selle stated that the City standard for poles is aluminum, in response to a question asked by Vice-Chair Peloza. The Committee and staff discussed the estimated annual street light power costs and the cost effeotiveness of adding meters to all light poles. Assistant DirectoNCity Engineer Selle stated that staff looks for cost effective opportunities to install metered systems such as a new development or certain capital projects. Assistant DirectodCity Engineer Selle stated it would be very expensive to meter all of the existing systems. Member Osborne and Chairman Wagner asked if the City is allowed to negotiate costs with PSE. Assistant Director/City Engineer Selle stated that PSE has schedules that are approved by the Utilities and Transportation Commission and apply to the entire PSE service area wifhin the State. Director powdy spoke about the level of service provided by PSE, which is quite good and comparable to the level of service provided by the City The Committee and staff discussed whether or not the lighting standards need to be reviewed fotlowing the increase in the usage of LED lighting. The Committee supports the current policies regarding residential street lights as presented by staff Director powdy stated that there are still light systems in the recently annexed areas of Auburn that are privately maintained by Home Owners' Associations because they still have the PSE concrete light poles. Director powdy explained tliat if in the future if the City were to allow the concrete light poles, the City could go back out and offer to take over the systems. Director powdy said stafF is not recommending changing the City standards. The Committee and staff reviewed maps which showed the existing street light coverage and unlighted residential areas and the existing City, PSE and private street lights. Mayor Lewis asked for a map showing where only all the poles without lights are located be prepared for the nexf Public Works Committee Meeting. Page 6 of 9 The Committee asked staff to evaluate the feasibility of installing street lights on 102nd Place SE. The Committee and staff reviewed the cost of lights per block figure. Assistant Direcfor/City Engineer Selle explained the cost is calculated per 3 light poles. The Committee asked for the addition of a line on the matrixoutlining the cost of installing a light on an existing PSE pole which is not ready to support a light. C Capital Project Status Report (Gaub) Mayor Lewis notified the Committee that at this time there is no way to install a camera at the M Street Underpass project site that would allow people to view the construction. There is no infrastructure in the area to support the camera. Director powdy stated staff is still investigating the possib'ility of wireless options. Item 8 — CP1116 — Downtown Pedestrian Lighting Replacement: Projeot Engineer Vond�ak stated that the lights in the Safeway parking lot area have not been installed because staff was waiting to make sure there were enough funds available, in response to a question asked by Chairman Wagner The funds are available and the lights are backorder at this time. Director powdy reported that the water purchase agreement with the City of Tacoma is complete, in response to a question asked by Chairman Wagner Item 13 — C201A - M Street SE Underpass Project: Project Engineer Vondrak stated the new storm drainage line is connecting to the M Street Underpass project at 8th Street SE and verified that the project did not fund any storm line beyond 8th Street SE, in response to a question asked by Chairman Wagner Item 15 — EM0902 — Temporary Flood Control Barrier Removal: Vice- Chair Peloza asked how the work is proceeding. Director powdy stated that work is go'ing very well and the problems encountered are being addressed. Director powdy also reported that King County has also provided good support. Assistant DirectoNCity Engineer Selle stated there is a disposal location coordinated by King County, for sandbags that were being used by citizens, in response to a question asked by Member Osborne. Director powdy stated that people are also recycling the sand on their properties. Page 7 of 9 Item 29 — CP1024 —AWS and M Street SE Intersection Improvements. Chairman Wagner asked why the project is not being advertised for bids until August 2013. Transportation Manager Para stated that the project is currently in design and there will be some Right-of-Way acquisifion needed. Also, the project 'is not fully funcled but staif is applying for a Transportation Improvement Board grant for the project. Item A— CP1210 - Auburn Valle�Humane Society Site Improvements: Chairman Wagner asked if drivers will have the ability to make a u-turn at Lakeland Hills Way SE and enter the parking lot of the facilities, since a left turn into the site had to be restricted. Transportation Manager Para answered that a u-turn can not be made. Transportation Manager Para stated fhat signage is part of the project, in response to a suggestion made be Chairman Wagner Mayor Lewis said there will be the City's standard route signs. Member Osbome suggested changing the address to the AVHS so drivers will be routed to enter the parking lot off of Oravetr Place SE. Mayor Lewis supported assigning as Oravetz Place SE and asked that the Public Works staff work with the Planning and Development staff. Item B —Airport Roof Elastometric Coatin� Vice-Chair Peloza reported that good progress is being made and the cost will probably come in under budget. Member Osborne stated the same contractor did work at Tacoma Industrial and that work turned out well. D Activities Matrix (Dowdy) Item A— Street Lighting Chairman Wagner asked that the topic.be brought back to the Committee for review next year, during the next budget cycle. Chairman Wagner asked that 102nd Place SE Lighting be added to the matrix. Chairman Wagner asked that an examination of parking on Main Street for the Boardwalk be added to the matrix. Chairman Wagner stated he would like to discuss the option of developing just parking spaces as a sub-project and not waiting until entire West Main Street development project moves forward. Chairman Wagner asked.staff for an estimate of cost to construct maybe one or two parking spaces on W Main Street at the entrance for the Boardwalk. Mayor Lewis asked for an estimate for the most cost efficient number of parking space. Page 8 of 9 The Committee and Director powdy discussed what type of parking may be feasible. "Parking Spaces on Main Street for Boardwalk" will be added to the matrix. Member Osborne suggested that action items and/or follow up items that are brought.forward by the Committee be included in the matrix. The Committee agreed. The Activities Matrix will be re-titled the Public WorKs Committee Action Matrix and the Committee will determine which items will be included on the matrix. Member Osborne suggested items from the last Public Works Committee Meeting minutes, "Map of Completed Projects" and "Sidewalk Program Fund'ing Source" be added to the matrix. V ADJOURPIMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4 44 p.m. Approved this 4th day of September, 2012. � ' , Rich Wagner, Chairman Jennifer Cusmir, Department Secretary Page 9 of 9