HomeMy WebLinkAboutITEM III-C
CITY OF AUBURN
C1TY OF PUBLIC WORKS COMMITTEE
April 19, 2070
WASHINGTON DRAFT MINUTES I. CALL TO ORDER
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1; located on
the second floor of Auburn City Hall, One Easfi Main Street, Aubum, Washington. Committee
members present were: Chairman Rich Wagner, Vice-Chair Sue Singer, and Member Bill Peloza.
Also present during the meeting were: Mayor Peter B. Lewis, Publie Works Director Dennis Dowdy,
City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Finance
Director Shelley Coleman, Financial Planning Manager Karen Jester, Utility and Accoonting
Services Manager Rhonda Ewing, Water Utility Engineer Cynthia Lamothe, Traffic Engineer Pablo
Para, Transportation PlanneNGrants Manager Chris Hankins, Street Systems Engineer Seth
Wicksfrom, Engineering Aide Amber Mund, Principal Planner Elizabeth Chamberlain, Citizens
Wayne Osborne and Nick Perius, Job Shadow Participant Jacklyn Kellogg, and Department
Secretary Jennifer Rigsby.
IL CONSENT AGENDA
A. APPROVAL OF MINUTES
It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve
the Public Works Committee minutes fordate, April 5, 2010:=
Motion carried 3-0.
B. ARPROVE RIGHT-OF-WAY USE PERMIT N0. 10-05 FOR CLEAN SWEEP EVENT
Engineering Aide Mund reported that the Parks and Recreation Department applied for the
Right-of-Way Use Permit forthe annual Clean Sweep Event. The only change from previous
. years isthe closure of the alley behind the Auburn Avenue Theater because a mural is being
painted behind the building.
Vice-Chair Singer asked 'if there was.a list of projects for the event. Mund provided Vice-Chair
Singer w'ith a copy of the list. Chairman Wagner asked why Division Street would be closed.
Mund answeced that it is the location for the Pancake Breakfast:
It was moved by Vice-Chair Singer, seconded by Mem6er Peloza, that the Committee approve
Right=of-Way Use Permit No: 10-05 for Clean Sweep Event.
Motion camed 3-0.
C. ACCEPT• CONSTRUCTION OF CONTRACTS E0901, :E0902, E0903, E0904, E09051 E0905,
E0906; E0907 IN THE TOTAL AMOUNT OF $1,220,554:72, FOR PROJECT NO. EM0902,
GREEN RIVER EMERGENCY FLOOD PROTECTION MEASURESAssistant City Engineer Gaub explained that the cost amount of $1:2M is for construction
confract work and does not, include staff time or material procurement. Gaub said the total cost
for all construction work including staff fime and material procurement is approximately $1.7M.
Emergency Management has put in a request to the Federal Emergency Management Agency
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Public Works Committee Minutes _ April 19. 2010
• DRAFT MINUTES
(FEMA) for reimbursement of additional costs incurred by the City beyond the $1 M reimbursed
by the County. Staff is waiting to receive notice from FEMA.
Chairman Wagner commented that the County only covered the cost of construction labor.
Assistant City Engineer Gaub responded that the construction contracts included the
contractors' efforts, some material procurement such as, dirt for filling bags and filling the
geogrid walls, and equipment to complete the work.
Chairman Wagner asked if the FEMA reimbursement will cover the additional costs. Gaub
answered that the request included all costs spent on the levee construction and the regional
coordination efforts, since January 2009. Chairman Wagner asked where the funding will come
from if FEMA denies the request. Director powdy stated most of the cost will be charged to the -
stormwater account, which, is where the costs were originally charged to: - Director powdy said
thatthe sformwater account was the primary operating fund and will be again this year for costs
the City is already accumulating. Assistant City Engineer Gaub reminded the Committeethat in
the case of an event there will'be additional costs for the pumping of floodwaters and closure of
levee penetrations and roadways. The Committee discussed the usage of stormwater funds for
river management.
The Committee asked if there will be breaks in the wall-made this summer to allow citizens
accessthrough thebarriers and what the cost would.be to do so. Assistant City Engineer Gaub
stated that the current plan is to leave the existing breaks in the wall until an actual event
occurs. Chairman Wagner asked if there will be any additional openings made. Director powdy
sfafed thete will be no additional openings made, except for ones that the Mayor`approves,
which are very limited. Mayor Lewis stated the primary reason for nof making any additional
openings is due to fact the design of the wall does not make it easy for them to be taken apart
and put baek togefher. Staff does not want to negatiyely impact the integrity of the walls unless
absolutely necessary.
Assistant City Engineer Gaub answered questions asked by Uce-Chair Singer regarding the
payment of the contracts. Mayor Lewis spoke about the. amount of time it can take for
contractors to receive payment when a federal agency is involved.
It was moved by Vice-Chair Singer, seconded 6y. Member Peloza, that the Committee
recommend Council accept construction of Contracts Nos. E0901, E0902, E0903; E0904,
E0905, E0906 and E0907 for Project No.. EM0902, Green River Emergency Flood Protection
Measures.
Motion carried 3-0.
III. ISSUES
A. RESOLUTION NO. 4590 REQUESTING THAT THE UNITED STATES CONGRESS .
APPROPRIATE SUFFICIENT FIJNDS TO PROVIDE FOR INTERIM AND PERMANENT •
REPAIRS TO THE HOWARD MANSON DAM, AND REQUESTING THAT THE ARMY CORPS
OF ENGINEERS BE DIRECTED TO MAKE THE HOWARD HANSON DAM PERMANENT
REPAIRS A PRIORITY PROJECT
Mayor Lewis stated that he, the three other Green River Mayors, the King County Executive, the
Dam Colonel, and the Governor are visiting Congress at the beginning of May to meet with the
State Senators and other representatives regarding the repairs`to the Howard Hanson Dam..
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Public_Works Committee Minutes Aqril 19. 2010
DRAFT MINUTES
Mayor Lewis explained that the $44M being requested is for the grout work and related repairs
to the Howard Hanson Dam, following questions asked by Member Peloza. Mayor Lewis
diseussed the amount ofprotection the additional grout curtain would provide and the continued
need to resurface the dam.
It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee
recommend Council adoptResolution No. 4590.
Motion carried 3-0.
B. RESOLUTION NO. 4592 AUTHORFZING THE MAYOR AND CITY CLERK TO EXEGUTE AN
INTERLOGAL AGREEMENT FOR SERVICES BETWEEN THE CITY OF AUBURN AND KING
COUNTY TO COMPLETE CITYWIDE PAVEMENT MARKING IMPROVEMENTS, ANNUAL
BRIDGE INSPECTIONS AND RELATED REPAIR WORK AND EMERGENCY CALL-OUT
SERVICES
Traffic Engineer Para explained that locations included in last year's contract will be re-striped and there may be additional locations added to this year's confract, such as additional bicycle
lanes and/or centedine striping. Chairman Wa~qner asKed ifispecial designated areas will be
included in the contract, such as, the area on 9 h Street NE where the crosshatching on the
pavement has been worn away. Para stated that the intersection at Aubum Way N and gtn
Street NE is at the top of this year's list. Staff was sfudying a potential dual right tum lane at the
intersection, but found that it was not feasible so the bus lane will be re-striped. Traffic
Engineer Para discussed the map that is provided to King County designating the individual
locations for crosswalks, tum arrows, etc.
Chairman Wagner asked about the work schedule. Traffic Engineer Para stafed that the County
w'ill do workfrom the#ime tHe confracf is executed until year's end, as weafher permits. There
is a delay this year because the King County process foc,contracts, such as ttiis, has changed
, and must now, tie approved by the King County Council. Assistant Director/City, Engineer Selle
spoke about the language of the new agreement and the flexibly it allows:to atld locations to the
confract. Chairman 1Nagner asked what could be done in the future to expedite the process
and havethe striping in place for bicyclists in the summer months. Para stated the new County
requ,irements delayed this year's contract and now staff is prepared to meet the new
requirements in subsequent years. Mayor Lewis pointed out that King County may not be
. striping next year and advised staff to start reviewing altematives for accomplishing striping in
2011.
Traffic Engineer Para stated the contract for bridge inspections and bridge repair work has been
included in the agreement. The Committee discussed the County recommendations for 6ridge
repair and the need for staff to consider the cost of She recommendations.
Member Peloza asked how the County determines which bridges are included in the
agreement. Assistant` Ditector/City Engineer Selle answered that the County is provided with a
list and staff has been working with the County on bridge inspections for several years. PaFa
stated he will provide Member Peloza with the bridge list: ~
It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee
recommend Council adopt Resolution No. 4592.
Motion carried 3-0.
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Public Works Committee Minutes Aaril 19. 2010
DRAFT MINUTES
IV.,DISCU8SION_AND INFORMATION
A. ORDINANCE NO. 6301 IMPOSING THE LOCAL SALES AND USE TAX TO BE CREDITED
AGAINST THE STATE SALES AND USE TAX FOR PURP03E8 OF UTILIZING LOCAL
REVITALIZATION FINANCING UNDER CHAPTER 39.104 RGW; AND PROVIDING FOR
OTHER MATTERS PROPERLY RELATING THERETO
Finance DirectorColeman was present. Vice-Chair Singer asked for additional clarification
regarding the language used in Chapter 39.104 of the RCW and the possibility of an additional
tax. Goleman verified that the City does nof have any authority to levy additional sales tax and
the RCW refers to the 1% tax which the City is already collecting.
Vice-Chair Singer asked if sfaff was confident,that the City can use the EDA grant as matching
funds for the credit against the state sales tax. Finance Director Coleman confirmed that to be
correct.
Chairman Wagnerasked where the boundaries for the revitalization area are. Goleman
answered the revitalization area includes the enfire Downtown Urban Center (DUC) Zone.
l'he Gommittee and staff discussed the amount of sales tax revenue that would be needed in
order to generate the project award of $250,000.00 and the risk involved. Coleman explained
how staff calculated the amount levied and that the figures were based on 2008 sales tax
collection amounts, which were historically lower#han the 3 prior years.
Chairman Wagner asked if the .03% sales tax credit applies to sales or the sales tax. Finance
Director Coleman answered that it applies to the total retail sales in the City.
Mayor Lewis spoke about his and Finance Director Coleman's recent meeting with the
underwriter and the Standards and Roor's credit rating for the City.
Finance Director Coleman and Financial Planning Manager Jester reviewed the formula used to
calculate the proposed .03% sales tax credit with fhe Committee. Member Peloza asked over
what period oftime the award would be paid. Coleman answered the payments would be made
over 10 months. Mayor Lewis spoke about how the State set up the program.
The Committee supported Ordinance No. 6301, pending discussion on related Ordinance No.
6305.
B. ORDINANCE NO. 6305 - BOND ISSUE
Finance Director Colman reviewed the Schedule of Events for the upcoming 6ond issuance.
Coleman stated that the prices being present to the Committee are based on an AA rating from ~
Standard and Poor, which is what staff expects to receive. Coleman answered questions asked
by Member Peloza regarding the benefit of an AA+ rating and an AA rating.
Finance Director Coleman explained that the five bond issues consist of Limited General
061igations (LTGOs) and Build America Bonds (ABAs). This will provide funding for a refund
which will save approximately $15,000.00 per year on the City's debt service paymenf on the
remaining 9years of the 1998 library bond, $7.2M dollars for the Promenade Project and open
spaces plaza, and $22.5M to purchase the annex condominium. The interesf cost for these
issues is 4.018509%.
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Public Works Committee Minutes April 19. 2010
DRAFT AAINUTES
Finance Director Coleman distributed clean copies of Ordinance No. 6305 to the Committee and
staff.
Finance Director Coleman answered questions asked by Member Peloza regarding issue 3 on
the memo from the Finance Department, the refund of the 1998 GO bonds issued for the library
and its affect on the other finro bond issues. Member Peloza asked if there would be a penalty
to be paid for refunding the bonds. Coleman answered that tliere would be no penalty because
the bonds have been held for at least 10 years.
Finance Director Goleman reviewed attachment 2, Sources and Uses of Funds, with the
Committee following questions asked by Member Peloza.
Vice-Chair Singer asked if the construction costs of the new Ciiy Hall Plaza are included in the
bond issues. Mayor Lewis said the funds received from the State may be used on anything in
the downtown area; including the City Hall Plaza. Public Works, Planning, and Finance staff will
be virorking on a list ofi projects to present to Council.
Chairman Wagner discussed the cost estimate for:the Downtown Promenade Project and any
excess funds possibly going to stormwater management. Chairman Wagner voiced his support
for the $7.12M Local Revitalization Funding component as long as those excess funds are used
to help resolve the sformwafer management problefns in the Downtown Area that were
discussed at the last Public Works Committee Meeting and.not niceties such as water features.
Member Peloza agreed.
Member Peloza, verified that.the $22.5M in funding will be used to purchase all of the leased
space in the City HaII Annex building. Finance Coleman stated that it would and the purchase
wilf save the City approximately $20,000 per month, $240,000 per year. The Committee and
staff discussed the possibility of leasing a portion of the space. Chairman Wagner asked what -
the deadline for exercising the purchase option is. Coleman answered, May 15, 2010. Mayor
L-ewis cliscussed the cost savings of purchasing the space. '
Vice-Chair Singer asked if there was any penalty if the Downtown Area construction was
postpone for 3-4 years. Finance Director Coleman stated that there were none.
- Finance Director Coleman discussed the Preliminary Office Statement and the conditions of the
bond sale, following questions asked by Chairman Wagner.
Mayor Lewis stated the May Bond Issue will be discussed at the Finance Committee Meeting.
Finance Director Coleman said Ordinance No. 6305 will be presented to Council for adoption on
May 3,2010. - C. BAD DEBT 1NRITE OFF
Finance Director'Goleman reported that a review has been performed of the aged receivable
balances for both utility accounts and the miscellaneous accounts receiyable for bad debt to be written off. Coleinan stated such a reyiew has not been completed in several years and staff
plans on conducting reviews of the accounts on a quarterly basis moving forward.. Mayor Lewis
pointed outthat jusf because bad debit is written off does not mean thatcollection efforts do not
continue.
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Public Wocks Committee Minutes April 19, 2010
DRAFT MINU7'ES
Finance Director Coleman discussed the ACE project, in response to questions asked by Vice-
Chair Singer. Coleman reported that the Legal Department is currently working on the project
debt.
The Committee and staff discussed the amount being written off and the efficiency of the City's
in-house debt collection process.
The Committee and staff discussed the possibility of sponsoring State legislation that would
assist in collecting traffic citation debt, following comments by Member Peloza. _
Finance Director Coleman answered questions asked by Citizen Wayne Osbome regai-ding the
statute of limitations on collecting property damage debt.
D. BONNEY LAKE INTERTIEAGREEMENT
~ Director powdy provided a background summary on the negotiations on the Emergency Water
System Intertie Agreement'befinreen the City and the City of Bonney Lake. Dowdy reported that
the agreement was not only needed in the case of emergency but also because of situations
where prolonged reliance due to well failures is considered necessary and when the volumes
, require Bonney Lake to take water from Tacoma to meet Aubum's emergency demands.
Dowdy discussed the probable future need to enact the intertie again during the upcoming
summer and explained that the new agreement addresses all foreseeable issues, During the
negotiations of the final bill for Aubum's 2009 use, it was decided thaf the existing agreement
would not suffice to meet both cities' long term needs which lead to the decision to renegotiate
the agreement to address both cities' concems.
Director powdy:stated the new agreement covers th[ee different situations. The first situation
being a 7 day emergency and the second situation would cover an, extended period of
emergency which can not be resolved in 7 days, requiring prolonged reliance. The third
situation involves an average daily demand that is-so great that Bonney Lake wells can not ,
support it and Bonney Lake has to purchase water from the City of Tacoma. In that situation,
the Tacoma water rate would be passed on to the City of.Aubum. Dowdy stated that if Bonney
Lake is shipping water from the City from Tacoma, it would be the same monthly rate that the
City would pay if opening up an intertie with Tacoma plus a wheeling fee to reimburse Bonney
Lake's additionaf costs of operating their Tacoma intertie. The City is also attempting to open ,
up two new interties on the Tacoma line to help meef the City's summer water needs by using
water purchased from Cascade under our settlement agreement.
Water Utility Engineer Lamothe answered questions asked by Chairman Wagner regarding the
Ciiy's maximum daily demand.
Director powdy answered question asked by Member Peloza regarding the legal language of
the agreement. Dowdy reported that both the City Attomeys for the City of Aubum and City of
Bonney Lake have reviewed the agreement, as have the City Mayors and is currently being
discussed by both City Councils.
E. ORDINANCE NO. 6275 AMENDING SECTION 10.36.270 OF THE AUBURN CITY CODE .
RELATING TO STOPPING, STANDING, AND PARKING ON PLANTING STRIPS
Transportation Planner/Grants Manager Hankins reviewed the latest revisions to Ordinance No.
6275 with the Committee. Additional language regarding enforcement and administration has
been added to the new section 10.36.215.
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Public Works Committee Minutes Aarit 19. 2010
DRAFT MINUTES
Chairman Wagnerasked about the language in 10.36.215, item B, "...is able to be used for
parking..." and asked if the City Attomey felt that language was specific enough, Director
Dowdy stated the language came from the City Attomey and stated that the language could
probably be adjusted to clearly reference back to the standards.
Chairman Wagner asked why item 5 did not.allow for the use of gravel. Transportation
, Planner/Grants Manager Hankins answered that gravel is considered to be and impenrious
surface:. Assistant Director/City Engineer Selle sated there is some flexibility in the materials
fhat can be used forthaf small of area and gravel could be included. Chairman Wagner asked
that gravel be included.
Member Peloza asked if the ordinance would.address the parking issue on F Street SE. St_aff
responded that issue is separate from the ones addressed by the ordinance and that the issue
on F Street SE is currently being handled by sfaff. .
Ordinance No. 6275 will be bcought back to the Committee for action on May 3, 2010: F. 2010 ARTERIALAND COLLECTOR PAVEMENT PRESERVATION PROGRAM
• The Committee reviewed the maps provided by Street Systems Engineer Wickstrom.
Sfreet Systems Engineer Wickstrom answered questions asked by Chairman Wagner regarding
the estimated cost of the pavement work on I Street NE and 1s` Street NE. Wickstrom stated .
the estimate covers repairs to 1s` Street NE and rebuilding the travel lane portions of I Street
NE.
The Committee and staff discussed the pavement repairs that need to be made to West Valley
Highway north of Main StreeY. Traffic Engineer Para answered questions asked by Chairman
Wagner regarding the possibility of securing grant funds for repairs to that section of VVest
Valley Highway. Vice-Chair Singer requested a list of the streets included in the recent grant
request.
Street Systems Engineer Wickstrom discussed the rehabilitation of I Street NE. Wickstrom
explained that I Street NE consist of finro travel lanes and a center tum lane. The center fravef
lane is in good condition, so the preliminary scope for the project includes rebuilding just#he .
travel lanes but will be more defined as the design progresses. ,
G. CAPITAL PROJECT STATUS REPORT
Member Peloza,asked about the status of the Finish Dates listed for Project Nos: CP0731, 2007 .
Sewer Repair and Replacement, CP0904, 2009 Sidewalk Improvements, and CP0907, 2009
Arterial Patching Program. Assistant City Engineer Gaub answ,ered the contractor is finishing
up the final punchlist items for the 2009 Sidewalk Improvements Project and should be finished
in April. The contractor for the 2007 Sewer Repair and Replacement Project is finishing up a
last few sites and some restoration work and the contractor for the 2009 Arterial Patching
Project is complete.
Member Peloza asked if there is a 2010 Sidewalk Improvement Project. Gaub answered the
sidewalk improvement program #akes place every two years and the next program 'is scheduled
for 2011.
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Public Works Committee Minutes April 19, 2010
DRAFT MINUTES
Item 27 - CP0915 - Well 1 Imorovements: Chairman Wagner asked when the interim report
` will be complete'. Assistant City Engineer Gaub answered the consultant is working on the
evaluation of th`e pump tests and screen tests and once the testing is completethe consultant
will compile a reporf with the recommendations on the issues of the well and possible
resolutions. The preliminary report is due in May 2010. Chairman Wagner asked that more
specific dates for the status of major project milestones be included on the CPS Report.
ADD/T/ONAL DISCUSS/ON
The Committee. and staff discussed the use of LED lights in City traffic signals and the technology ,
being developed fot street lighting, following questions asked by Member Peloza.
V. . ADJOURNMEPIT
There being:no.further business to come before the Public Works Committee, the meeting was
adjoumed at;5:15 p.m.
Approved this day of , 2010. Rich Wagner - Jennifer Rigsby
Chairman Publie Works Department Secretary
;
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