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HomeMy WebLinkAbout08-05-2013 8-5-2013 cD-:' r_ --�/� i� Public Works Committee A _� , . August 5, 2013 - 3:30 PM Annex Conference Room 2 �•— 0 WASHINGTON 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. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Wayne Osborne were present. Also present during the meeting were: Councilmember John Partridge, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Engineering Aide Amber Mund, Economic Development Manager Doug Lein, Water Utility Engineer Susan Fenhaus, Traffic Engineer James Webb, Senior Project Engineer Jacob Sweeting, IT Director Ron Tiedeman, Business Systems Analyst Jim Felty, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included: Citizens Scot Pondelick and Thomas Sauers. At approximately 4.19 p.m., Member Osborne was excused from the meeting due to illness and did not return. B. Announcements There were no announcements. C. Agenda Modifications There was one agenda modification removing Discussion Item C, Cascade Water Supply Agreement Review, from the agenda. There were two agenda modifications adding Consent Item B, Right- of-Way Use Permit No. 13-23 and Resolution C, Resolution No. 4983. II. CONSENT AGENDA A. Approval of Minutes Member Osborne noted a Scribner's error on page 7 of 109. Page 1 of 10 It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee Meeting minutes for date, July 15, 2013, as amended. Motion carried 3-0. B Right-of-Way Use Permit No. 13-23* (Mund) Auburn Noon Lions Club Engineering Aide Mund was present. Vice-Chair Peloza asked why the beer garden will be located at Main and 1st Streets instead of at the extended City Hall Plaza. Economic Development Manager Lein explained that there were already vendors assigned to the plaza area It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve Right-of-Way Use Permit No. 13-23. Motion carried 3-0. III RESOLUTIONS A. Resolution No. 4976 (Fenhaus) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Perform the Necessary Actions to Withdraw from the South King County Regional Water Association and from the Joint Operating Agreement Among the Members of the Association Utilities Engineer Repp reported that staff is recommending the City terminate the joint operating agreement with the members of the King County Regional Water Association (KCRWA). Utilities Engineer Repp stated that staff believes the purpose of the agreement has been fulfilled. Repp noted that the City's water supply situation has changed significantly and the City no longer needs the interlocal agreement. Chairman Wagner asked when the Cities of Kent and Covington terminated their agreements. Utilities Engineer Repp stated that the City of Kent is still a member and the City of Covington terminated its membership approximately two years ago. Chairman Wagner noted that Resolution No. 4976 needs to be amended to show that the City of Kent is still a member. Utilities Engineer Repp stated that staff will make the amendment prior to the Council meeting. Utilities Engineer Repp stated that the current active members of the association include the City of Auburn, Water District No. 111 , the City of Kent and the City of Algona. Utilities Engineer Repp spoke about the benefits of association Page 2 of 10 membership and noted that staff can obtain the same benefits from attending the Washington Water Utility Council Meetings. Repp stated that participation in the Water Supply Forum is also being considered by staff Chairman Wagner asked what the City is spending on KCRWA dues Repp responded that he recalls the dues are approximately $27,000.00 per year but will confirm the actual amount. Vice-Chair Peloza asked that staff provide the exact amount of the dues prior to the Council Meeting. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4976. Motion carried 3-0. B. Resolution No. 4978 (Webb) A Resolution of the City Council of the City of Auburn, Washington, Setting a Public Hearing Date in Relation to Amending the 2014-2019 Transportation Improvement Program of the City of Auburn Pursuant to R.C.W. Chapter 35.77 Chairman Wagner asked why the Planning and Community Development Committee is not the action committee for setting the Public Hearing. Traffic Engineer James explained that the updates to the Transportation Improvement Program (TIP) need to be amended prior to August 23, 2013 and because of a time constraint related to associated grant application deadlines, Public Works Committee will be the action committee for setting the Public Hearing. The Planning and Community Development Committee will be the action committee for Resolution No 4979, the actual adoption of the amendments. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4978 Motion carried 3-0. C. Resolution No. 4983* (Selle) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Negotiate and Execute an Agreement with the Other Jurisdictions of the South County Area Transportation Board Assistant Director/City Engineer Selle stated that the agreement is basically the same as the previous agreements. Chairman Wagner asked if the South County Area Transportation Board had the ability to borrow or tax. Transportation Manager Para Page 3 of 10 answered that they do not, and act as an advisory board. It was moved by Vice-Chair Peloza, seconded by Chair Wagner, that the Committee recommend City Council adopt Resolution No. 4983. Motion carried 2-0. IV DISCUSSION ITEMS A. Resolution No. 4979 (Webb) A Resolution of the City Council of the City of Auburn, Washington, Amending the 2014-2019 Six-Year Transportation Improvement Program of the City of Auburn Pursuant to R.C.W. Chapter 35 77 This item was discussed prior to Resolution No. 4983. Transportation Manager Para explained the engineer's estimate discrepancy between the individual TIP project spreadsheet for Project No. C222A and the overall Transportation Improvement Program spreadsheet, in response to questions asked by Chairman Wagner. Traffic Engineer Webb stated that the other funding for the 37th Street SE & A Street SE Traffic Signal Safety Improvement Project is the 105 fund for arterial preservation, in response to a question asked by Chairman Wagner. The Committee supported adoption of Resolution No. 4979. B. Resolution No. 4963 (Tiedeman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute a Subscription Agreement between the City of Auburn and Zonar for Electronic Fleet Management Service This item was discussed prior to Resolution No. 4983. IT Director Tiedeman explained that the resolution is a subscription agreement to purchase equipment and have services provided by Zonar. The company provides service to Tacoma Public Utilities and Seattle. The equipment will allow the City to map, track, categorize, and maintain all of the City vehicles. IT Director Tiedeman stated that Zonar is a local vendor and is able to provide the City with service at a much lower cost than the other vendors staff considered. IT Director Tiedeman described the benefits of the new system, such as the software's ability to integrate with the existing GIS system. Page 4 of 10 IT Director Tiedeman answered questions asked by Chairman Wagner regarding the cost calculations Tiedeman stated that because of the low cost and the capability of the software, he believes the system will be used to manage additional fleet vehicles, in response to questions asked by Chairman Wagner. Vice-Chair Peloza asked questions regarding the termination of contract language included in the agreement. IT Director Tiedeman stated that he would need to consult with the Legal Department prior to the Council Meeting. IT Director Tiedeman reviewed the quote breakdowns and monthly costs with the Committee. The Committee asked that the monthly costs be included with the agreement as an exhibit prior to the Council Meeting. C. Cascade Water Supply Agreement Review (Repp) Discussion Item C was removed from the agenda. D. Capital Project Status Report (Gaub) This item was discussed prior to Resolution No. 4983 Item No. C201 — M Street Underpass: Chairman Wagner asked about the schedule for the review of Phase 2 of the project. Assistant City Engineer Gaub stated the Committee review will take place in September in conjunction with the discussion of the Stampede Pass Railroad Line. Chairman Wagner asked that Phase 2 of the M Street Project be included on the Action Tracking Matrix with the Stampede Pass line item Chairman Wagner asked about the clean-up schedule. Assistant City Engineer Gaub stated that clean-up should be complete within the next two weeks or so There is a lot of subcontractor work being coordinated. Assistant City Engineer Gaub stated that the parking lot entrance for the apartment complex is better than it had been previously, in response to a question asked by Chairman Wagner. Item 10 — CP0912 — Citywide Guardrail Improvements: Chairman Wagner asked if the new development on Kersey Way will interfere with the project. Assistant City Engineer Gaub explained that the guardrail will be installed on the opposite side of the street from the development at a location that will not be impacted by the road Page 5 of 10 improvements. Item 11 — CP1310 — 2013 Arterial and Collector Crack Sealing: There is an error in the total budget column and that amount should be $100,000.00. Assistant City Engineer Gaub will correct the spreadsheet. Item A — CP0616 — Wayfinding Pedestrian Kiosks: Member Osborne asked about the information that will be posted at the kiosks. Assistant City Engineer Gaub stated that Planning Manager Chamberlain is currently working with the Parks Department to develop maps for the kiosks. The Parks Department will be responsible for posting events information as well. E. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) This item was discussed prior to Resolution No. 4983. Item 3 — King County Wastewater — 17th Street SE, K Street SE to C Street SW Trunk Sewer Main Installation: Chairman Wagner asked if there will be a detour route for the project. Assistant City Engineer Gaub explained that A Street will be open during construction but will be down to one lane in each direction between the hours of 8 a.m. and 3 p.m. There will be no detour for A Street. There will be a detour for 17th Street using F Street, 21 st Street and 12th Street. Vice-Chair Peloza asked if staff knew the cost of the project. Assistant City Engineer Gaub answered that she did not know the total cost. The Committee discussed the concept of regionalization Item 4 — Puget Sound Energy — 17th Street SE, K Street SE to F Street SE — Gas Main Replacement: Assistant City Engineer Gaub stated that PSE is still working on their final design and the county, City, and PSE are all working to coordinate work in the area, in response to a question asked by Member Osborne. Item 5 — King County Flood Control District — Reddington Levee: Chairman Wagner requested a break down for the project cost. Assistant Director/City Engineer Selle stated that staff should be able to get that information from the county Item 6 — Auburn School District — Auburn High School Replacement: Member Osborne asked if the school plans on repairing the roadway. Assistant City Engineer Gaub stated that some of the road work will be done by PSE, who is doing work in the area, and some of it will be completed by the school district. Page 6 of 10 Assistant Director/City Engineer Selle stated that the school district is proposing to overlay a portion of the road, in response to a comment made by Member Osborne regarding the effectiveness of patching the road. Assistant City Engineer Gaub explained that some of the current patches on Main Street are temporary because additional work needs to be completed City staff goes over the quality of patching required with all permit holders and requires them to make repairs if patching is of a poor quality before accepting the work. Item 8 — SR18- Neely Bridge Improvements: Engineer Gaub responded that the main work that required a closure of SR18 was completed and that WSDOT has other work they are doing in the corridor but it would not require the full closure. F. Action Tracking Matrix (Dowdy) This item was discussed prior to Resolution No. 4983. Utilities Engineer Repp provided a briefing on planned unidirectional flushing of the water system in the Lea Hill area, to the Committee. Repp stated that there will be detailed customer notifications prior to the flushing beginning. The notification will include door tags, a website update, and a Code Red notice Water Utility Engineer Fenhaus described how the system will be flushed and that Maintenance and Operations staff will be completing the work. Utilities Engineer Repp stated that flushed water goes into the sanitary sewer or it is de-chlorinated and released into the storm drain depending on the situation, in response to a question asked by Chairman Wagner. Repp explained how the water is de-chlorinated using large tablets of vitamin C Water Utility Engineer answered questions asked by Chairman Wagner regarding how long the flushing will take. Vice-Chair Peloza asked if the flushing will have an effect on private filter systems. Repp answered that there could be a negative effect and discussed the instructions that are provided to customers to prevent problems. Utilities Engineer Repp stated that the City would fix damage caused by the flushing. Chairman Wagner asked that the instructions be printed in bold type Page 7 of 10 on the door hangers Water Utility Engineer Fenhaus reviewed the flushing schedule with the Committee. G. Public Works Project No CP1119 (Sweeting) Auburn Way South, Fir to Hemlock Street: Extesion of Project Limits and Associated Additional Project Costs to Meet WSDOT Requirements Senior Project Engineer Sweeting explained that in the project's original design, there were two through lanes, east bound, through the Hemlock Street intersection, which tapered into one lane at the end of the project area. The design was submitted to WSDOT and WSDOT stated that there needs to be at least 300 feet of two full lanes east past the Hemlock intersection before tapering to a single lane. Staff determined that the WSDOT requirements would delay the project and would also increase the cost of the project. Staff then redesigned the project to have the two east bound lanes end at Hemlock Street, at which point one lane would go through the intersection and the second lane would become a right-turn only lane. Senior Project Engineer Sweeting stated that at this point staff has a better estimate of the cost of the original design, including the WSDOT requirements, and is recommending moving forward with the original design as conditioned by WSDOT. It would add an estimated $200,000.00 to the cost of the project. Sweeting reviewed the benefits of including the two through lanes past the Hemlock Street intersection with the Committee. Chairman Wagner asked if additional Right-of-Way would need to be purchased Sweeting confirmed that Right-of-Way from three additional parcels would need to be acquired. Transportation Manager Para stated that the additional funding for the project will come from Traffic Impact Fees. Engineer Sweeting explained that the majority of over $3 million in existing funding is coming from state and federal sources and the City's current contribution to the Auburn Way South projects is only about $100,000 at this time in response to a question from the Committee The Committee supported moving forward with staff's recommendation. H. M Street Rechannelization Parking Removal (Para) Page 8 of 10 Transportation Manager Para identified the section of the roadway where on-street parking will be removed following the extension of the four lane section of M Street, as proposed by staff between Main Street and Auburn Way South. The Committee and staff discussed the impact of removing the parking. Transportation Manager Para and Assistant Director/City Engineer Selle responded to questions asked by Chairman Wagner regarding extension of c-curb Chairman Wagner stated that he is in favor of removal of the parking as long as that does not lead to the installation of c-curb. Staff discussed the improved traffic flow that would occur as a result of removing the on-street parking and extending the four lanes. Vice-Chair Peloza asked for accident data associated with backing into the street for the corridor location. Chairman Wagner asked for data for speeding traffic infractions for this portion of the corridor. Vice-Chair Peloza asked for staff to report on the number of driveways along this section of roadway. I. Regional Traffic Signal Maintenance Support (Dowdy) Assistant Director/City Engineer Selle stated that there are several cities that are looking for alternatives for their signal maintenance and operation since King County is planning on reducing some of their signal staff. The Public Works Directors of South King County are seeking guidance from their Councils in regards to being involved in a potential mutual aide agreement for such signal maintenance and operations support. A survey has been sent out to the local cities to determine what resources may be available and determine willingness for participation. Assistant Director/City Engineer Selle asked for policy direction from the Committee as to whether or not staff should spend more time and/or effort on the proposal. Chairman Wagner requested additional information regarding the City of Federal Way's equivalent costs for traffic signal maintenance and operations being provided by King County, the City of Renton's justification for their high number of traffic signal technicians, and Auburn's costs for performing this area of work. Page 9 of 10 Chairman Wagner stated that while he is not against the idea of mutual aide agreements, he generally feels that Auburn should be in control its own traffic signal maintenance and operations resources so that Auburn can set its own Level of Service Standards in this critical area, however, he would like to see the requested additional information and have further discussions on the topic. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:59 p.m. Approved this 19th day of August, 2013 (µ . Rich Wagner, Chairman ennifer Cusmir, Public Works Department Secretary Page 10 of 10