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LUTC MINS 10-15-2007G:\LUTC\LUTC Agendas and Summaries 2007\10-15-07 LUTC Minutes.doc City of Federal Way City Council Land Use/Transportation Committee October 15, 2007 City Hall 5:30 pm City Council Chambers MEETING MINUTES In attendance: Acting Committee Chair Linda Kochmar, Committee Member Dean McColgan; Councilmember Jeanne Burbidge, Assistant City Manager/Chief Operations Officer/Emergency Manager Cary Roe, Deputy Public Works Director Ken Miller, Assistant City Attorney Monica Buck, Street Systems Project Engineer John Mulkey, Acting Deputy Public Works Director Marwan Salloum, Surface Water Manager Paul Bucich and Administrative Assistant II Darlene LeMaster. 1. CALL TO ORDER Committee Chair Dovey called the meeting to order at 5:31 p.m. Committee Chair Jack Dovey was excused. 2. APPROVAL OF MINUTES The September 17, 2007 and the October 1, 2007 LUTC meeting minutes were approved. Moved: McColgan Seconded: Kochmar Passed: Unanimously 3. PUBLIC COMMENT There was no public comment. 4. BUSINESS ITEMS A. 2008 Asphalt Overlay Program Preliminary Project List and Authorization to Bid John Mulkey provided background information on the item. Committee Member McColgan asked why it is important for the City to have an Asphalt Overlay Program. Mr. Mulkey responded that the Asphalt Overlay Program is the maintenance portion of the City’s pavement management system (PMS) to manage the city streets to the highest rate possible. It has historically been a goal of past City Councils to maintain City streets at a certain level or score in the PMS. Pavement condition is very important from a safety and transportation standpoint. Pavement management is the biggest part of the City’s street maintenance budget. Committee Member McColgan expressed that the Asphalt Overlay Program has had many positive impacts to the City. Our city has some of the best maintained and highest rated streets in our region. Assistant City Manager Roe confirmed that the first Asphalt Overlay Program was formed in 1995 and roads were overlaid in 1996. The City began this program as a result of acquiring roads in poor condition from King County when the city incorporated. It was quickly realized that it would be much more cost effective to maintain the roads and overlay them at a certain point of wear, rather than letting them get worn enough to where they needed to be completely replaced. Committee Member Kochmar also noted the estimated cost of the 2008 project is over the actual budget available. Mr. Mulkey explained that bidding climate and/or contractor efficiency play a vital role in actual cost of the project. Staff would rather bid more in a project in hopes of being able to overlay and repair the greatest amount of pavement as allowed for in the budget. Moved: McColgan Seconded:Kochmar Passed: Unanimously Committee PASSED Option 1 to the November 6, 2007, City Council Consent Agenda for approval. Land Use/Transportation Committee Page 2 July 2, 2007 G:\LUTC\LUTC Agendas and Summaries 2007\10-15-07 LUTC Minutes.doc B. S 348th Street at 1st Avenue S Intersection Improvements Project – 85% Design Status Report John Mulkey provided background information on the item. Council Member McColgan asked when the City will hear about TIB funding. Mr. Mulkey responded that the City has not yet applied for TIB funding. The City has to turn in an application for the project. Provided that an application is submitted, it will be due in August 2008 and jurisdictions will be notified in November 2008. Construction costs for this project are being estimated in 2009 construction dollars. Staff has estimated that in order to get to 100% design status and receive grant monies; construction will not take place until 2009. The final engineers estimate for construction costs will be reevaluated as design become finalized. Adjustments may have to be made to the project if there is a major budget shortfall, however, staff anticipates grant funding for this project and will come back to Council at the 100% design status to make any necessary project amendments or budget adjustments. Committee Member McColgan asked if staff has a list of potential projects and then evaluates which project has the best potential for success. Mr. Mulkey explained that staff takes the criteria that TIB provides, evaluates each project based on the criteria, and then moves forward with those projects that will do best in that system. Committee Member Kochmar asked what the level of service currently is at this location. Mr. Mulkey responded that this location rates an “E” on its level of service. What is failing at this location is the volume to capacity ratio (westbound S 348th St). Committee Member McColgan also asked that if the projected cost of the project is below the available budget at 100% design, would staff seek federal funding. ACM Roe responded that staff would not look for federal funding but would go to the 2009/2010 budget for funding. Moved: McColgan Seconded:Kochmar Passed: Unanimously Committee PASSED Option 1 to the November 6, 2007, City Council Consent Agenda for approval. C. 2005-2006 Citywide Pavement Marking-Project Acceptance and Release of Retainage Marwan Salloum provided background information on the item. Moved: McColgan Seconded:Kochmar Passed: Unanimously Committee PASSED Option 1 to the November 6, 2007, City Council Consent Agenda for approval. D. Lake Jeane/Lake Lorene Outlet Improvements Project – 85% Design Status Report Paul Bucich provided background information on the item. Committee Member Kochmar asked if flooding problems initiated this project. Mr. Bucich responded that although not at present, this area has had a history of flooding issues. The outlets from Lake Jeane are currently in very poor condition and need to be replaced. Moved: McColgan Seconded:Kochmar Passed: Unanimously Committee PASSED Option 1 to the November 6, 2007, City Council Consent Agenda for approval. 5. FUTURE MEETING The next regularly scheduled Land Use and Transportation Committee meeting will be Monday, November 5, 2007 at 5:30 PM in City Council Chambers. Committee Member McColgan asked ACM Roe about the topic of streamlining the project design status process, possibly eliminating the 50% design status report. ACM Roe will look into the process and provide some recommendations back to the Committee. 6. ADJOURN The meeting adjourned at 5:54PM.