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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN PUBLIC WORKS COMMITTEE March 2, 2009 DRAFT MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:00 p.m. in Council Chambers, located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Gene Cerino, and Member Sue Singer. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Senior Project Engineer Bill Helbig, Utilities Engineer Dan Repp, Finance Director Shelley Coleman, Planning Director Cindy Baker, Financial Planning Manager Karen Jester, City Attorney Dan Heid, Principal Planner Elizabeth Chamberlain, Government Relations Manager Carolyn Robertson, Engineering Aide Amber Mund, Project Engineer Robert Lee, Project Engineer Fritz Timm, Water Quality Program Coordinator Chris Thorn, Storm Drainage Engineer Tim Carlaw, Sanitary Sewer Engineer Robert Elwell, Water Utility Engineer Cynthia Lamothe, Street Systems Engineer Seth Wickstrom, Project Engineer Leah Dunsdon, Traffic Engineer Pablo Para, Traffic Planner/Grants Manager Chris Hankins, Project Engineer Ryan Vondrak, Vice Chair Government Affairs for the Auburn Chamber of Commerce Terry Davis, President and COO for the Auburn Chamber of Commerce Nancy Wyatt, Lara Kammereck, Project Manager for Corollo Engineers, Robert Whale from the Auburn Reporter, Citizen Wayne Osborne, Citizen Keith Arnold, and Public Works Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Chairman Wagner, seconded by Member Singer, that the Committee approve the Public Works Committee minutes for date, February 17, 2009. Motion carried 2-0. B. PERMISSION TO ENTER INTO SERVICE AGREEMENT NO. AG-S-027 WITH TRAFFICOUNT, INC. FOR THE CITY OF AUBURN’S ANNUAL TRAFFIC COUNT PROGRAM Engineering Aide Mund stated Trafficount Inc. will be completing traffic counts for volume, vehicle classification, and speed data collection for the City’s Traffic Count Program. Chairman Wagner asked about the work schedule. Mund answered the work is scheduled to be completed by the end of June 2009. Mund answered questions asked by Chairman Wagner regarding the format in which the data will be sent. Chairman Wagner commented that the Committee will want to review the data, especially the data on the freight routes. It was moved by Vice-Chair Cerino, seconded by Member Singer, that the Committee recommend Council grant permission to enter into service agreement no. AG-S-027 with Trafficount Inc., for the City of Auburn’s Annual Traffic Count Program. Motion carried 3-0. Page 1 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES C. PERMISSION TO ENTER INTO SERVICE AGREEMENT NO. AG-S-029 WITH TRAFFIC COUNT CONSULTANTS INC FOR THE CITY OF AUBURN’S ANNUAL TRAFFIC COUNT PROGRAM Engineering Aide Mund reviewed the budget status sheet and work schedule with the Committee. Traffic Count Consultants Inc. will be providing vehicle turning movement counts during the A.M. and P.M. peak at signalized and some non-signalized intersection. It was moved by Vice-Chair Cerino, seconded by Member Singer, that the Committee recommend Council grant permission to enter into service agreement no. AG-C-029 with Traffic Count Consultants for the City of Auburn’s Annual Traffic Count Program. Motion carried 3-0. D. APPROVE FINAL PAY ESTIMATE NO. 3 TO CONTRACT NO. 07-23 TO T. MILLER CONSTRUCTION INC. IN THE AMOUNT OF $13,079.04 FOR THE TOTAL CONTRACT PRICE OF $51,545.01 AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0635, GATEWAY SIGN AT M STREET SE Project Engineer Lee was present. There were no questions. It was moved by Vice-Chair Cerino, seconded by Member Singer, that the Committee recommend Council approve final pay estimate no. 3 to contract no. 07-23 to T. Miller Construction and accept construction of project no. CP0635, Gateway Sign at M Street SE. Motion carried 3-0. E. APPROVE FINAL PAY ESTIMATE NO. 5 TO CONTRACT NO. 07-18 TO GMT INC. IN THE AMOUNT OF $12,720.00 FOR THE TOTAL CONTRACT PRICE OF $175,445.88 AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0732, 2007 CITYWIDE MANHOLE AND RING REPLACEMENT Chairman Wagner asked about continuing replacement of manhole covers and rings. Assistant Director/City Engineer Selle responded the manhole covers and rings that need to be replaced will be tracked for the next replacement project, but if there is a motor safety issue caused by manhole covers and/or rings it will be addressed by maintenance staff. The ring and cover replacement program was not included in the 2009-2010 budget due to funding constraints. It was moved by Vice-Chair Cerino, seconded by Member Singer, that the Committee recommend Council approve final pay estimate no. 5 to contract no. 07-18 to GMT Inc. and accept construction of project no. CP0732, 2007 Citywide Manhole and Ring Replacement. Motion carried 3-0. III. ISSUES There were no Issue items for action. Page 2 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES IV. DISCUSSION AND INFORMATION A. ORDINANCE NO. 6226 AMENDMENT NO. 1 TO THE 2009-2010 BIENNIAL BUDGET Finance Director Coleman introduced Ordinance No. 6226 to the Committee. Coleman explained the ordinance is still being worked on by staff. Staff has reviewed the budget and recommended adjustments which are reflected in the amendment. Coleman stated there are some things which still need to be changed. Finance Director Coleman reported there are sixteen vacant City positions which have been frozen and removed from the budget. There are also some line items that have been reduced. Coleman explained the reduction in the budget for Professional Services. Member Singer asked if staff had the expertise needed to complete work that was started by the consultant. Coleman answered staff has committed to completing the work. Planning Director Baker answered questions asked by Chairman Wagner regarding the Residential Code Update Project. Mayor Lewis stated there is about $2 million dollars in expenses that are anticipated to be removed from the budget. Finance Director Coleman concurred. Finance Director Coleman explained the function of a Supernumerary position following questions asked by Chairman Wagner. Mayor Lewis stated some of the funding from Professional Services is being reduced because staff has the ability to complete the work in-house. Chairman Wagner asked how the budget for Utilities in the Parks Department is being reduced. Coleman answered irrigation will be turned off every seven days and once a month staff will not fertilize in the parks. Mayor Lewis answered questions asked by Member Singer about temporary help positions in the Parks Department. The Committee discussed the current Traffic Calming Project as it relates to pedestrian safety. Finance Director Coleman answered questions asked by Chairman Wagner regarding the Utility Funds and funds being carried over from 2008, which impacts the 2009 budget and the working capital. B. 2009 PROJECT BUDGET The Committee reviewed the 2009 Project Budget Revisions for high and low priority transportation projects. Priority Projects Needing Funding: th Item 1 – C410A – S 277 Wetland Mitigation: Chairman Wagner asked if the deficiencies in wetland planting need to be taken care of right now or if the project can be broken into phases. Director Dowdy answered there are unsuccessful plantings that must be reestablished and it is Page 3 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES required. If this is not completed, there is a risk that the mitigation period required by the Corp of Engineers could be extended to an additional 10 years. Item 3 – CPXXXX – West Valley Highway Improvements: Assistant Director/City Engineer Selle stated in order to keep grant funding, staff is starting to do design work on the project this year. Construction is scheduled for 2011. Finance Director Coleman stated the bulk of the construction funds are actually budgeted in 2010. Assistant City Engineer Gaub clarified that the matching funds in storm are budgeted for 2011 and construction will not likely take place until 2011. Member Singer commented on the poor condition of West Valley Highway. The Committee discussed the feasibility of closing West Valley Highway to trucks. Item 4 – CP0815- Mary Olson Farm: Director Dowdy briefed the Committee on the scope of the project. Traffic Engineer Para said the grant is only for construction costs and the $24,000 will cover the design costs and project contingency. Project Engineer Dunsdon answered questions asked by Chairman Wagner about the grant deadline and project schedule. th Item 5 – Traffic Signal at 8 Street NE and R Street NE: Director Dowdy reported the engineer’s estimate was reviewed and there are no additional funds available. Traffic Engineer Para answered questions asked by the Committee regarding the funds budgeted in 2009. Chairman Wagner asked the Committee if the project should be continued. Mayor Lewis commented that the primary purpose for the project was to address safety concerns at the intersection. Project Engineer Vondrak reviewed the budget status with the Committee and the amount of grant funds spent. Chairman Wagner asked if there was a lot of Right-of- Way acquisition. Vondrak answered there was a small amount at the southeast corner. Chairman Wagner asked, before the project goes out to bid, for Project Engineer Vondrak to verify if construction can be delayed a year. The Committee discussed the possibility of the project costing more in a year, following the federal stimulus projects. Mayor Lewis commented there is a grant because of accident history and a delay may have additional costs. The grant has a 10 year period in which the City must spend it. Item 6 – C201A – M Street Grade Separation: The Committee discussed the design costs. Chairman Wagner answered questions asked by Member Singer regarding the possibility of federal funds. Mayor Lewis and the Committee discussed the State backed reopening of the Stampede Pass. Item 7 – C507B – Pacific Trail Phase 2: Chairman Wagner asked why the City of Auburn is funding the portion of the trail that is entirely in the City of Pacific. Director Dowdy answered a large portion of the grant the City received for the joint project was spent on the portion of the trail in Auburn. The remaining City of Auburn grant has been applied to the Pacific project and the Auburn is required to match these funds only. Dowdy stated the City of Pacific is in a position to secure the funding needed for the remainder of the project. The Committee reviewed the lower priority projects which can be deferred to future years or can be started in-house and the funding then reallocated to the higher priority projects. The Committee concurred with delaying the Pedestrian Crossing Program. The Auburn Way South and M Street intersection improvement study was discuss and the Committee would like to be an updated cost for revisions to the NE corner of the intersection to allow right turns on red which are currently restricted but does not feel that there are sufficient Page 4 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES th funds to pursue the study for an additional lane between M Street SE and 17 Street SE on Auburn Way South at this time. st The Committee discussed the 41 and A Street SE Access Study. Chairman Wagner voiced his concern about cars crossing A Street SE from the Starbucks to Albertsons. Wagner commented the entire study may not need to be completed at this time, but the crossing situation needs to be reviewed. The Committee agreed. The Committee agreed that the Kersey Way Road Widening Study and the M Street NE Widening Study should be deferred. C. DOOR TAX The Committee reviewed Ordinance No. 6217, creating a new chapter 3.96 of the Auburn City Code, imposing an excise on the operation of loading dock doors within the City, for the purpose of raising revenue to improve fright mobility. Member Singer stated the Puget Sound Regional Council (PSRC), noted on page one, is not a taxing authority. Mayor Lewis stated PSRC should not have been included in the ordinance and the ordinance should reference the State instead. Chairman Wagner reviewed section 3.96.010 and noted the words “damage” or “impact” need to be included in the sentence, item 2B, “…typical passenger vehicle to various legally loaded freight vehicles show 60% to 90% of pavement on a freight route is a direct result of freight traffic…” Director Dowdy concurred. The Committee agreed the word “expansion” should be removed from section 396.030, item C, “…the construction, reconstruction, maintenance, operation, preservation or expansion…” Chairman Wagner recommended the same sentence end at, “…the movement of freight…” and not include, “…including but not limited to planning, design, and acquisition of rights-of- way and sites for such purposes.” Director Dowdy agreed. Chairman Wagner suggested item F, section 3.96.040, pertaining to exemption, be stricken from the ordinance. Member Singer agreed. Vice-Chair Cerino stated item F complicates the ordinance and supports Chairman Wagner and Member Singer. The Committee discussed section 3.96.050, and removing the fee increase schedule from the ordinance. Mayor Lewis agreed with removing the increases listed in item C2 and C3. The review concluded. Director Dowdy noted the markups and changes to be submitted to City Attorney Heid. D. 2008 SAVE OUR STREETS YEAR END REPORT Street Systems Engineer Wickstrom presented the draft of the 2008 Save Our Streets Year End Report. Vice-Chair Cerino commented on correcting the labeling of the photographs included in the report on Page 3. Page 5 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES th Member Singer asked if 25 Street SE was paved this year, as shown on the map. Assistant th Director/City Engineer Selle explained this years program was planned to include 25 Street SE and that there were follow up discussions with the Committee about the policy of paving gravel streets under this program. Staff provided a gravel street inventory map for Committee th discussion and at this time the gravel portion of 25 Street SE is not included in the program. th Wickstrom stated the map shows the portion of 25 Street SE that was included in SOS, but this was not the gravel portion of the road. Chairman Wagner stated there are no gravel streets included in SOS because the Committee decided not to set a precedent that would cause the expectation for all gravel streets to be paved. Referring to the pie graph on page 5, Member Singer asked why the expenditures for the Les Gove Neighborhood Improvements Project are 5% and the expenditures for the design engineering for the 2009 Local Streets Pavement Preservation Project are only 2%. Assistant Director/City Engineer Selle explained the Les Gove project is a very complex project including the design of roads to be reconstructed and that the SOS projects to date have been simpler patching and overlay projects not requiring significant design efforts. Les Gove is also a larger project in terms of cost and lane miles. Street Systems Engineer Wickstrom answered questions asked by Chairman Wagner about the bar graph on page 5. Director Dowdy noted there are big gains in the system wide PCI, as demonstrated by the bar graph on page 5. Chairman Wagner agreed that the bar graph is a good representation of progress. Using Map 2 - 2009 SOS Projects, Wickstrom showed the Committee which Downtown streets are included. Wickstrom stated if there are good bids on the Les Gove Project, more Downtown streets may be added as the budget allows. Chairman Wagner asked if the report will be posted on the City website. Street Systems Engineer Wickstrom confirmed it would. E. NPDES 2009 STORMWATER MANAGEMENT PROGRAM Water Quality Coordinator Thorn presented the updated Stormwater Management Program for 2009. The City is half way through its five year permit cycle for the storm water permit by the Department of Ecology. Part of the requirements is that the City has a Stormwater Management Program and that the program is updated every year. The City needs to go through a Public process as it updates the program. The Public Comment period begins this week and there will be a Public Hearing at the March 16, 2009 City Council Meeting. The program states how the City will comply with the permit requirements for 2009. The program will be brought to the Planning and Community Development Committee for discussion and back to the Public Works Committee and City Council for approval, along with the annual report outlining the program results for 2008. Member Singer asked how the Public Hearing will be advertised. Thorn stated there will be the same notification methods as last year, via the web site and legal notice in the newspaper. Member Singer stated that notification may be inadequate. Chairman Wagner asked if there were specific businesses that should be contacted regarding the Public Hearing. Thorn states some companies were notified last year, but most companies are aware of the program and Page 6 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES the Department of Ecology requirements. Members recommended a press release. Director Dowdy agreed. Water Quality Coordinator Thorn answered questions asked by Chairman Wagner regarding the pollution hotline. Thorn stated the program is currently using existing staff. Thorn explained the standard operating procedure used for cases of illicit discharge. Chairman Wagner asked if the hotline is anonymous. Thorn answered it is and citizens can also contact the City via the website. Thorn answered responded to questions asked by Chairman Wagner regarding referencing Best Management Practices (BMPs). Assistant Director/City Engineer Selle stated when the City adopts its Department of Ecology equivalent manual, physical BMPs will be listed. Thorn said there is also are also separate BMPs for maintenance requirements. Member Singer asked if the public outreach materials are being produced. Thorn answered that is something staff is currently working on. Vice-Chair Cerino commented on the importance of public education. Thorn reported there will be a regional public education effort. F. STORM DRAINAGE COMPREHENSIVE PLAN UPDATE – DRAFT CAPITAL IMPROVEMENT PLAN Utilities Engineer Repp gave an overview of the process being used to develop the comprehensive plans. The first step is to define the policies and criteria which is the guideline that helps to set the level-of-service for the utilities. Next, the system is evaluated using models and observation. From that information, staff develops a list of projects to address the needs of the system. The projects are ranked by priority to reflect the level-of-service dictated by policy. The costs of the projects are evaluated through the rate study to see what the impact to the utility rates may be. Staff is recommending going forward with the budgeted projects and using the six-year Capital Improvement Projects to feed into the rate study. If the projects costs are too high, staff and the Committee can go back and see if adjustments can be made to the projects. As the project list is re-crafted, a complete comprehensive plan will develop. All three of the utility comprehensive plans are going through the same development process. Repp answered questions asked by Chairman Wagner regarding the priority ranking. Wagner recommended two different scenarios for the rate study be considered. One included priority one projects and the other with all projects. Chairman Wagner stated he reviewed the 2008-2013 Capital Facilities Plan and had difficulty correlating the project list to the project list in the draft Comprehensive Storm Drainage Plan. These lists will require further explanation. Repp discussed the criticality of the projects being brought forward for the comprehensive plans. Strom Drainage Engineer Carlaw discussed the addition of the policy section to the draft plan. Carlaw commented on a previous Committee discussion regarding the 2008 Drainage Plan LOS Goal and the time lines (i.e. 100 year, 50 year, 25 year, etc.) that dictate the size of the storm facilities. Carlaw noted by changing the level-of-service for areas of known flooding it can be expected the projects will change in terms of size of the facilities. Chairman Wagner asked what the definition of “steep slope” is, as referenced in policy description item 4. Carlaw answered the critical areas need to be referenced for a definition. Page 7 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES The Committee discussed bringing forward, as a policy, developers need to alert buyers as to the stability of the area when the development is built on landfill. Planning Director Baker stated the steep slopes are 40%. That is strictly a definition and there can be a slope significantly less than that and the slope can still be an erosion or landslide hazard. Storm Drainage Engineer Carlaw answered questions asked by Chairman Wagner regarding the definition of critical assets in item 7. Carlaw stated that the definition of critical assets will be part of the infrastructure assessment, which is currently being worked on. This process will identify the assets in the City and using the data staff will rank the assets to confirm and target the areas that have the greatest risk of failure. Utilities Engineer Repp stated it is important to determine what will be affected by failure. Repp used a possible failure of pipeline along Auburn Way as an example. Repp said it is beneficial to be proactive toward issues prior to a system failure because of the impact and cost associated with failure. Carlaw and Repp fielded questions from Chairman Wagner regarding the methods being used to collect data, such as location, materials, and age, on the existing storm system. Chairman Wagner recommended there be more clarification on item 13, LID stands for Low Impact Development and not Local Improvement District. Utilities Engineer Repp explained how tracking the cost of claims can be used as a measure of system performance and level of service. Project No. 1 – R Street SE Storm Drain Improvement: Chairman Wagner asked for Committee consensus that this project is priority 1. The Committee agreed. Project No. 2 – SCADA: The Committee discussed continuing with design and making a decision later as to whether or not to approve the construction. Utilities Engineer Repp stated this project should be combined with Project No. 14 – SCADA Upgrades and explained the budget amounts. Project No. 3 – White River Storm PS Replacement: Storm Drainage Engineer Carlaw explained why this project is ranked priority 1. The consultant evaluated the condition of the pump station and recommended the station be replaced because of the age of the structure and antiquated electronics. The consultant is now reviewing what components at the pump station are salvageable. Utilities Engineer Repp provided further explanation of the facility evaluation. Chairman Wagner recommended dividing the project into 2 phases, one phase ranked as priority 1 and the other priority 2, to be used in terms of the utilities rate study. Project No. 4 – Peasley Canyon Culvert Replacement: Chairman Wagner verified this is an emergency repair and must be made. Repp confirmed. Director Dowdy stated the City has applied to the Federal Emergency Management Agency (FEMA) for funds. Project No. 5 – Local Storm Drainage Improvements: Utilities Engineer Repp recommended this project be combined with Project No. 18 – Storm Drainage Infrastructure Repair & Replacement. Wagner recommended leaving the projects separate and assigning one project to priority 1 and the other priority 2. Wagner asked if Project No. 6 – Storm Drainage Infrastructure Repair & Replacement should also be included. Repp agreed. Staff will need to determine how much of the funds assigned are priority 1 and priority 2. Page 8 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES Project No. 8 – Arterial Utility Improvements: The Committee agreed the project needs to be rated as priority 3, with the realization the project might begin in 2010. Project No. 9 – SOS Improvements: Utilities Engineer Repp explained the cost of $1,200,000 is budgeted over a two year period, $600,000 in 2009 and $600,000 in 2010. Mayor Lewis added 2009 would be rated as priority 1 and 2010 as priority 2. Chairman Wagner stated he is unconvinced that sewer lines need to be replaced with every overlay project unless the lines are damaged during construction of the overlay. Mayor Lewis agreed and stated there still needs to be funds available when roadways are opened up for incidentals. Director Dowdy said these funds will primarily be used for adding storm drainage during SOS where there currently is none. The Committee discussed assigning the replacement of utilities during overlays to priority 2. Assistant Director/City Engineer Selle stated staff understands trying to minimize the utilities but when working in the older parts of the City and reconstructing roadways there will be additional costs associated. Wagner said the policy should be if the utilities are damaged during an SOS project, repairs will be made. The cost will be the estimated cost of repairs needed. Project No. 10 – Les Gove Neighborhood Improvements: Chairman Wagner agreed with making modest improvement to storm drains during this project, not necessarily all of the improvements suggested by staff. The project will be further examined during the Water Utilities Comprehensive Plan review. Project No. 11 - Relieve Auburn Way South Flooding: Storm Drainage Engineer Carlaw explained this is a new project to intercept waters before they get to Auburn Way South. Carlaw provided the Committee with a brief overview of the project’s scope. Chairman Wagner questioned the project’s priority 1 ranking. Assistant Director/City Engineer Selle responded the project is considered priority 1 because of the importance of Auburn Way. Chairman Wagner asked if there is only flooding when the pumps go down. Selle answered there is a downstream capacity problem and even if the pumping was improved there will still be a problem. Instead of doing an expensive downstream improvement, staff recommends intercepting the water to prevent the water from reaching Auburn Way. This will reduce the number of times Auburn Way South goes under water and increase reliability of the area. The project was ranked priority 1 because Auburn Way is considered a critical facility. Utilities Engineer Repp reminded the Committee the priority level is based on analysis and looking at policies and criteria. Reducing major arterial flooding is important and that is why this project is at priority 1. Chairman Wagner recommended the project be ranked as a priority 2 for the rate study. Vice-Chair Cerino asked if the project could be broken into phases. Carlaw explained staff could design for the future and construct part of the project also, different flow control could be considered. The reoccurrence of flooding on Auburn Way would be reduced but the problem would not be completely solved. The Committee decided the project would best work divided into two phases and prioritized as phase 1 priority 1 and phase 2 priority 2. nd Project No. 12 – Bypass at 2 and G Streets: Storm Drainage Engineer Carlaw gave a brief overview of the project. Chairman Wagner asked how deep the flooding is at the intersection nd of 2 and G Streets. Carlaw answered approximately 1 foot. The Committee recommended if Page 9 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES the flooding is not causing property damage, the project should be moved to priority 2. Staff will determine if property is in danger of sustaining, or has sustained, water damage. Project No. 13 – Relieve Airport Area Flooding: The Committee discussed where the flooding is occurring and what may need to be done to accommodate the stormwater drainage. Carlaw reported there have been several claims made because of flooding in the airport. The flooding also contributes to the flooding problems on C Street. The Committee discussed the storm drainage fees paid by the airport. The Committee and staff discussed cost and how to reduce them. Page 10 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES Project No. 15 – Relieve West Main Street Flooding: Carlaw reported there has been a temporary pump installed in the West Main area which is working adequately. The pump was not built to the level of standard as described on the project list. The Committee requested the project be reprioritized as a priority 3 project. thth Project No. 16 – South 296 Street South Pond Expansion: Carlaw explained South 296 Street is in the West Hill Moratorium Area that was identified by King County. The projects, both 16 and 17, were broken into phase 1 and phase 2. Both locations have City owned property that is not being maximized for drainage capacity. Carlaw spoke about the scope of both phases of the projects. Director Dowdy answered questions asked by Member Singer regarding the extension of the moratorium. Chairman Wagner asked what the project timing is for Project Nos. 20 and 21. Storm Drainage Carlaw answered the dates have not been determined. Wagner suggested entering in 2015-2028 as the project timing. G. SANITARY SEWER COMPREHENSIVE PLAN UPDATE – DRAFT CAPITAL IMPROVEMENT PLAN This topic was deferred until the next Public Works Committee Meeting. H. WATER COMPREHENSIVE PLAN UPDATE – DRAFT CAPITAL IMPROVEMENT PLAN Water Utility Engineer Lamothe presented the Water Comprehensive Plan Update. Lara Kammereck, Project Manager for Corollo Engineers gave a brief overview about how the projects were prioritized. The CIP is focused on supply projects. Priority 1 projects are those where there will be deficiencies in the next six years. Lamothe informed the Committee that there will be projects listed in the Capital Facilities Plan (CFP) that are not on the CIP Summary because the system analysis has just been completed. Chairman Wagner said a reduction of the number of projects will probably be needed to avoid a double digit water rate increase. The Committee discussed the projected water utility rate increase. Project No. 2 – Academy Booster Pump Station: Project Member Kammereck answered questions by Chairman Wagner regarding how much of the project is being driven by demand and how much by fire flow. Kammereck stated there is a large part of the service area that is in the upper portion of the Academy area that, when developed, will not have water service without this pump station. Chairman Wagner said the project may be able to be rescheduled out further than 2009-2010. Utilities Engineer Repp responded if the project is moved out the next question would be if fire flow can not be met, would the Committee allow for an adjustment for the level-of-service requirements and a reduction in the fire flow requirements. The Committee discussed changing the project timing and making adjustments to the fire flow requirements. Chairman Wagner proposed to keep the project listed as priority 1 and changing the project timing Page 11 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES . Project No. 4 – Water Supply Charges: Water Utility Engineer Lamothe answered questions asked by Chairman Wagner regarding the cost of purchasing water. Chairman Wagner asked why Project No. 4 and Project No. 20 were separate. Utilities Engineer Repp responded Project No. 4 funds were budgeted in case a “down-payment” for water was needed. Project No. 5 – Well Inspection and Redevelopment Program: Lamothe reported part of the project includes the Well 1 redevelopment which is part of the combined strategy for water supply. That is why the cost has increased. Chairman Wagner asked if all of the funds, $2,600,000, had to be spent in 2009-2010. Lamothe answered in order to meet supply capacity it does. Project No. 6 – SCADA Upgrades: Water Utility Engineer Lamothe answered questions asked by Chairman Wagner regarding the costs of the project. Lamothe stated Project No. 6 includes the design costs and Project No. 25 included the construction costs of the SCADA System. Chairman Wagner asked how the SCADA upgrades improve operator safety. Assistant Director/City Engineer Selle answered there are responders 24 hours a day/7 days a week. They may be at a remote sight and the upgrade in the SCADA may eliminate the trips staff would need to take and would reduce costs on call-backs. The Committee agreed to allow the project to forward through design and be evaluated in the rate study as a priority 1. Project No. 7 – Arterial Utility Improvements: Director Dowdy stated in 2009 staff is focusing the continuation of deep patching and crack sealing, and the cost of this project can be reduced. The Committee and staff decided to reschedule for 2011-2012 and reduce the cost to $500,000. Project No. 8 – Annual Repair & Replacement: Water Utilities Engineer Lamothe answered questions asked by the Committee regarding the budget. Lamothe state this project usually has a yearly budget of $1,500,000 and she would not recommend any amount lower than $1,000,000. The Committee concurred. Project No. 9 – Les Gove Neighborhood Improvements: Using a map, Project Engineer Dunsdon showed the Committee the streets to be rebuilt. Chairman Wagner suggested replacing the waterlines only in the areas of the rebuild. Assistant Director/City Engineer Selle stated the existing waterlines may be damaged during construction. Staff may not be aware of the damage until after the project is complete and then the waterlines would have to be dug up a second time for repair. Mayor Lewis asked for clarification. Selle said staff is concerned that the techniques to compact the soil and pave the roadway are likely to damage some portion of the waterlines, considering the age and condition of the pipe. Mayor Lewis asked how many times in the past damage has been caused to waterlines during an overlay. Selle said the reason replacement of the waterline in Les Gove became a recommendation by staff was due to the number of repairs and the poor quality of the pipes to begin with. Project Engineer Dunsdon reviewed the map highlighting the repairs to the Les Gove water lines in the past two years. Lamothe stated the area is 3-4 times more susceptible to problems than the other areas in the City. Dunsdon reported the estimated cost for the water utilities portion of the Les Gove Phase 1 project is $2,300,000. Selle commented the City should get very good bids on the project prior to the distribution of the federal stimulus funds. Dunsdon stated the project can be ready to go out to bid on Tuesday, March 10, 2009. Page 12 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES Chairman Wagner stated in terms of rate study prioritization, this project should be a 1. Project No. 11 – AWS Sanitary Sewer Replacement – Phase 3: Chairman Wagner stated this project should continue forward. The Committee concurred. The project will be a priority 1. Project No. 13 – Green River Pump Station: Project Manager Kammereck stated this project will defer having to rebuild the existing Lea Hill Pump Station. Project No. 14 – Lakeland Hills Reservoir: Kammereck reported this project interrelates and ties directly into the Lakeland Hills Booster Station. Project No. 15 – Kersey aka Terrace View Pump Station: Water Utility Engineer Lamothe answered questions regarding the location of the pump station. Kammereck stated the pump station is developer funded. The pump station is named Kersey because that is the name of the development that paid for it but it is located in the Terrace View development. Project No. 18 – Lea Hill Pump Station: Project Manager Kammereck reported that with the increase of development on Lea Hill and fire flow requirements for the new nursing home in the area, the tank elevations have decreased. Chairman Wagner asked for staff to explore ways to phase the project. Project No. 19 – Academy Pump Station 1: The Committee and staff agreed to move the project timing out to 2011, following discussion regarding low fire flow and inability to meet demand for new development in the area. Project No. 20 – Purchase Water: Kammereck and Director Dowdy explained to the Committee how the cost of purchasing water was calculated. Director Dowdy reported staff has solicited three local water purveyors for offers to purchase water. Dowdy continued, saying that there is a possibility that the other water purveyors may allow the large system development charge to be financed over some period. Dowdy suggested that a period of five years may be able to be negotiated. Project No. 21 – Distribution System Pipeline Fire Flow Improvements: Project Manager Kammereck stated this project is for every pipe that cannot meet minimum pressure of 20 psi or can not meet minimum fire flow requirements of 2,500 gpm for commercial developments or 1,500 gallons per minute for residential development. Utilities Engineer Repp spoke about the modeling which shows the deficiencies in the existing pipeline system which the City needs to start addressing. Project No. 22 – Well 7: Kammereck explained the benefit of supplying backup power to Well 7. Repp explained the well currently has no backup power. Project Manager Kammereck spoke about the need for a new valley reservoir with the Committee. Kammereck further explained that without more storage in the valley zone the City will not be able to meet minimum pressures and fire flows along the west side of the valley. I. CODE UPDATE PROJECT – DESIGN STANDARDS This topic was deferred until the next Public Works Committee Meeting Page 13 Public Works Committee Minutes March 2, 2009 DRAFT MINUTES . J. LIQUID ASSETS This topic was deferred until the next Public Works Committee Meeting. K. CAPITAL PROJECT STATUS REPORT This topic was deferred until the next Public Works Committee Meeting. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:42 a.m. Approved this _______ day of _________________________, 2009. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 14