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HomeMy WebLinkAboutITEM II-ACITY OF AGENDA BILL APPROVAL FORM * WASHINGTON Agenda Subject: Date: Approval of Minutes July 13, 2010 Department: Attachments: Budget Impact: Public Works Minutes from Jul 6, 2010 $0 Administrative Recommendation: Public Works Committee to approve the minutes of the July 6, 2010, Public Works Committee meeting. Background Summary: W0719-1 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&0 ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ❑ Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ®Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ®Public Works ❑ Human Resources Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes ❑No Call for Public Hearing I l Referred to Until I l Tabled Until I I Councilmember: Wa ner Staff: Dowd Meetin Date: Jul 19, 2010 Item Number: k t + •1~ ~ CITY OF AUBURN PUBLIC WORKS COMMITTEE IT 0~ July 6, 2010 ~ DRAFT MINUTES ~HIITOI 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 East Main Street, Auburn, 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, Councilmember John Partridge, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Finance Director Shelley Coleman, Traffic Engineer Pablo Para, Street Systems Engineer Seth Wickstrom, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Engineering Aide Amber Mund, Development Engineer Monty Bakken, Planning Manager Elizabeth Chamberlain, Facilities Manager Lisa Torres, Director of Human Resources/ Risk and Property Management Brenda Heineman, Corey Forsberg from the Matson Family Limited Partnership, and Department Secretary Jennifer Rigsby. II. EXECUTIVE SESSION It was decided to postpone the Executive Session until the end of the meeting. III. 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 for date, June 21, 2010, as amended in the Agenda Modification. Motion carried 3-0. B. APPROVE RIGHT-OF-WAY USE PERMIT N0. 10-08 FOR MATSON FAMILY LIMITED PARTNERSHIP Engineering Aide Mund explained that the Matson Family Limited Partnership (a.k.a. Tom Matson Dodge) applied for renewal of a five-year Right-of-Way Use Permit and that the permit allows parking vehicles in the Right-of-Way on Auburn Way North, south of 30t" Street NE. Member Peloza stated that he supported number 4 of the Special Conditions for the permit. Director Dowdy commented that there have been no previous issues with the permit. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve Right-of-Way Use Permit No. 10-08 for Matson Family Limited Partnership. Motion carried 3-0. Page 1 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES C. GRANT PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT N0. CP0914, F STREET SE/4T" STREET SE TRAFFIC SIGNAL Project Engineer Sweeting stated the engineer's estimate is $315,000.00, following questions asked by Chairman Wagner. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise for bids for Project No. CP0914, F Street SE/4t" Street SE Traffic Signal. Motion carried 3-0. D. GRANT PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT N0. CP1002, LOCAL STREET PAVEMENT PRESERVATION Chairman Wagner asked if 1St Street NE, east of Auburn Way, is included in the scope of the project. Street Systems Engineer Wickstrom stated that the location is included in the project and will be funded by the 103 -Local Street Preservation Fund. Member Peloza asked if I Street is included in the scope of the project. Assistant City Engineer Gaub stated that I Street is included in Project No. CP1012, 2010 Arterial & Collector Pavement Preservation Project. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise for bids for Project No. CP1020, Local Street Pavement Preservation. Motion carried. E. AWARD CONTRACT N0. 10-18 TO NORTHWEST ASPHALT ON THEIR LOW BID OF $1,089,475.00 FOR PROJECT N0. CP1012, 2010 ARTERIAL & COLLECTOR PAVEMENT PRESERVATION It was noted by Member Peloza that the support documents forAgenda Items E and F were omitted from the Public Works Committee Agenda Packet, in error, butwere included in the Council Packet. Chairman Wagner asked which streets were suggested to be removed from the scope of the project. Street Systems Engineer answered that staff recommends removing Terrance Drive NW and Lea Hill Road through a change order after the project is awarded to bring the project within budget. Mayor Lewis answered questions asked by Chairman Wagner regarding the pedestrian crossing at the intersection of 8t" Street NE and Pike Street NE. Street Systems Engineer Wickstrom reported that the cost of the pedestrian crossing and the ramp on Lea Hill, included in the project's scope, is $19,000.00, in response to questions asked by Chairman Wagner and will be funded by the 328 Capital Improvement fund. Page 2 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council award Contract No. 10-18. Motion carried 3-0. F. AWARD CONTRACT N0. 10-04 TO TOTEM ELECTRIC OF TACOMA ON THEIR LOW BID $303,387.90 FOR PROJECT N0. CP0701, 8T" STREET NE AND R STREET NE SIGNAL PROJECT Chairman Wagner asked about the construction schedule forthe project. Project Engineer Vondrak stated that there is a six to eight week fabrication period for the signal poles so final installation of the poles will not be able to occur until approximately eight weeks after they are ordered. Vondrak stated that Totem Electric may want to complete the groundwork first and install the signal poles on their arrival. This will be decided at the Pre-Construction Meeting scheduled for next week. Chairman Wagner asked if there will be any road detours during construction. Project Engineer Vondrak answered that the contractor will be able to do most of the work without any road closures. Vondrak said that there may be periodic one-lane road closures. Project EngineerVondrak stated that the project should be complete in late November 2010 or early December 2010, following questions asked by Chairman Wagner. Chairman Wagner asked if the project will impact traffic to and from Green River Community College. Vondrak stated that the street will be restricted but functional. Chairman Wagner suggested that staff and the contractor coordinate with the college to affect the traffic as little as possible. Member Peloza asked about the traffic modeling for the left turn movement westbound on Stn Street NE to R Street SE. Project Engineer Vondrak stated that there is adequate room to make the turn. The Committee and staff discussed the length of the westbound left turn queue. Chairman Wagner asked if all of the turn movements were analyzed. Traffic Engineer Para answered that all of the turning movements were reviewed and the westbound turn movements are heaviest in the AM peak and the new signal design will provide enough storage in the westbound direction so the turning cars will not interfere with the through traffic. Mayor Lewis pointed out that due to limited cooperation with some of the property owners, the project is not perfect but was the best that could be designed. Traffic Engineer Para agreed. The Committee and staff discussed the lane channelization on 8th Street NE. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council award contract No. 10-04. Motion carried 3-0. Page 3 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES E. ISSUES A. RESOLUTION N0.4616 AUTHORIZING THE MAYORAND CITY CLERK TO GRANTA UTILITY EASEMENT TO COMCAST Design Engineer Bakken explained that is the intent of Green River Community College to obtain an easement from the City to install utilities behind the sidewalk ratherthat the typical location, under the sidewalk. Comcast, Qwest, and Puget Sound Energy (PSE) will all be placing utilities in the same trench. Bakken stated that PSE chose to obtain a separate easement document, i.e. Discussion & Information Item A, Resolution No. 4612, causing Comcast and Qwest to also apply for separate easement documents. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4616. Motion carried 3-0. B. RESOLUTION N0.4617 AUTHORIZING THE MAYORAND CITY CLERK TO GRANTA UTILITY EASEMENT TO QWEST In light of the explanation provided by Design Engineer Bakken regarding Resolution No. 4616, there were no questions from the Committee. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4617 Motion carried 3-0. V. DISCUSSION AND INFORMATION A. RESOLUTION N0.4612 AUTHORIZING THE MAYORAND CITY CLERK TO GRANTA UTILITY EASEMENT TO PUGET SOUND ENERGY There were no questions from the Committee. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4612. Motion carried 3-0. It was noted by Vice-Chair Singer that Resolution No. 4612 was a discussion item and action did not need to betaken by the Public Works Committee. Page 4 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES B. SUMMER WATER SUPPLY ANDCONSERVATlON PLAN Utilities Engineer Repp reviewed the Auburn Water Shortage Contingency Plan (WSCP) with the Committee. The WSCP includes five stages and Council authorizes the Mayor to implement the plan. Repp reviewed the five stages with the Committee. Utilities Engineer Repp reported that currently the City is facing a reduction in its ability to produce water due to equipment failures in the well systems. Repp stated that the City currently does not have the ability to meet the City's anticipated peak water demands. Mayor Lewis clarified that this situation does not mean that the City does not have enough water, but rather there could be a day in a month that the demand might exceed supply. Chairman Wagner asked what measures are being taken. Utilities Engineer Repp answered that staff is working on activating interties with neighboring utilities, for example an intertie with the City of Kent. The City is also working on constructing interties with the City of Tacoma and the Lakehaven Utility District. Staff is also working to install a temporary pump in Well 6. Repp stated that repairs are being completed to put Well 1 into service. The Committee and staff discussed the conservation plan. Mayor Lewis asked that the Conservation Plan be distributed to the Council. Chairman Wagner asked if it is possible that the City will reach Stage III -Critical Water Shortage in this current summer. Repp answered that it is possible. Chairman Wagner asked if there are fines in place for individuals who violate the water usage restrictions. Repp responded that the fines are included in the City Code. Utilities Engineer Repp stated that it is more likely forthe City to enter into Stage II -Serious Water Shortage, depending on weather and the staff's ability to get the interties up and running. Mayor Lewis spoke about the cost of the water obtained from other utilities. The Committee and staff discussed the benefits of conservation. Utilities Engineer Repp stated the City's current ability to meet customer demand is not compromised and described how staff is working to meet demand. Mayor Lewis stated that in order to keep water rates down for citizens, the City will need to look at doing some conservation efforts this summer. C. STREET LATECOMERS AGREEMENT AND PROPOSED FEE SCHEDULE REVISIONS Assistant City Engineer Gaub explained that the Street Latecomers Agreement code includes changes discussed at the June 21, 2010 Public Works Committee Meeting and the proposed fee schedule. Assistant City Engineer Gaub stated that the proposed fee schedule for the Street Latecomers Agreement is similar to the City's current Utilities Payback Agreement, the only difference being the fee for the assessment reimbursement analysis versus the area special benefit charge for utilities because staff anticipates that it will take more effort to determine the area of benefit for the street latecomers. Page 5 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES Member Peloza asked how the fees compare with nearby jurisdictions. Assistant City Engineer Gaub stated that not every city has a Street Latecomer process, but for the utility payback agreements, they are comparable. The Committee supported the changes to the Street Latecomer Agreement and proposed fee schedule. The topic will be brought to the Committee for action at the next Public Works Committee Meeting. D. CAPITAL PROJECT STATUS REPORT Item 5 - CP0762 -Les Gove Neighborhood Improvements -Phase 2: Chairman Wagner asked why the Total Budget is so much more than the Total Estimated Cost. Assistant City Engineer Gaub responded that the City received very good bids overall forthe project but that the final project scope did not include as much Storm work as was initially anticipated and the cost for the Waterwork was less than originally budgeted. Item 3 - CP0731- 2007 Sewer Repair & Replacement: Assistant City Engineer Gaub described the type of work being completed on the Punch List in response to questions asked by Member Peloza. Item 4 -Mary Olson Farm Phase III: Assistant City Engineer Gaub reviewed the scope of work forthe project following questions asked by Member Peloza. The project is procurement for materials to be used in the farmhouse restoration work utilizing federal grant funds remaining from the S 277t" Street Grade Separation project. Item 12 - C524A -SCADA System Improvement: Chairman Wagner asked for an update on the project before any installation work proceeds. Assistant City Engineer Gaub stated that part of what the consultant is currently doing is putting together the costs of the various SCADA components and an update could be presented within the next eight weeks. Item 20 - CP0915 -Well 1 Improvements: Chairman Wagner asked when the Committee will be able to review the preliminary analysis. Utilities Engineer Repp stated that staff did receive a draft report from the consultants but some of the information needs to be clarified. This will be done by running the well for a much longer pump time and collecting additional data. Repp stated that because of the size and cost of well rehabilitation, it would benefit the City to spend more time running a longertest. Item 22 - CP1005 -South Division Street Promenade Project: Chairman Wagner asked when staff will know if the project can include pervious pavement. Assistant City Engineer Gaub stated that the consultant's contract was approved at the last Council Meeting and design work is getting started. The first 30% level of design should be complete in mid-August. The consultant has been instructed that pervious pavement should be analyzed in the initial design so that a determination can be made at the 30% level on how it is used within the streetscape and final design can proceed. Item 13 - CP0922 -City Hall Plaza Improvements: The Committee and staff discussed the decision not to use pervious pavement in the plaza design. Page 6 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES AGENDA MODIFICATION V. DISCUSSION & INFORMATION E. RESOLUTION N0.4622 AUTHORIZING THE MAYOR TO ACCEPT GRANT FUNDS FROM THE WASHINGTON STATE DEPARTMENT OF TRANSPORTATION AVIATION DIVISION IN THE AMOUNT OF EIGHTTHOUSANDTHREE HUNDRED FIFTY-ONE DOLLARS AND NINETY-THREE CENTS ($8,351.93) WHICH REPRESENTS 2 % MATCH OF FUNDS NEEDED FOR RUNWAY ELECTRICAL IMPROVEMENTS Finance Director Coleman was present. Member Peloza commented on a report given to Council regarding the runway lights. Coleman stated that the bids for the project are in and the City has until September 30, 2010 to accept one. Staff is waiting for the remainder of funds for the project from a Federal Grant which should arrive in August 2010. The Committee is in support of Resolution No. 4622. F. DEMOLITION OF DOWNTOWN PROPERTIES Member Peloza distributed a written statement and spoke about the demolition of the properties, not owned by the City, west of the Marvel property for future development. Member Peloza stated he is in support of the demolition of the Marvel building and in support of the development of the Downtown area. Member Peloza state that he is also in favor promoting the demolition of the two additional properties, west of the Marvel and Crites properties. Member Peloza discussed his opinion as to the benefits of demolishing the two buildings. Member Peloza stated that he feels the Downtown Promenade and City Hall Plaza improvements will be overshadowed by the poor condition of the two remaining structures. Member Peloza said that he thinks the City needs find a way to encourage the banks andlor bank boards of directors, which have current ownership of the properties, to work with the City to demolish the buildings on the properties. Member Peloza discussed how the properties may be used following the removal of the rundown buildings. Chairman Wagner asked if there is a cost estimate for demolition that will include the properties west of the Marvel property. Human ResourceslRisk & Property Management Director Heineman stated that there is not a cost estimate for the two western properties but the cost estimate for the demolition of the Marvel building is $86,915.00 and for the Crites/Marvel buildings combined, the cost estimate is $262,355.00, excluding the Public Works administrative costs. Facilities Manager Torres stated that the cost of demolition of the building referred to as Charlie Wong's would be roughly the same as the Marvel Building and the building to its west would likely be slightly more because it is larger. Chairman Wagner asked if there would be cost savings if all of the buildings were demolished simultaneously. Human Resources/Risk & Property Management Director Heineman answered cost savings are possible, but would not be significant. Mayor Lewis interjected, stating that he would have preferred to be able to read Member Peloza's written statement prior to it being presented at the Public Works Committee Meeting. Mayor Lewis said that the City Departments, Council and his office had been doing all the work that could be done to bring the Downtown City Hall Plaza and Promenade Projects forward. Page 7 Public Works Committee Minutes July 6, 2010 DRAFT MINUTES Mayor Lewis stated, for the record, that Member Peloza's opinion is not that of the City of Auburn, but an opinion given by an individual. EXECUTIVE SESSIONS The Discussion & Information topics were not discussed in the order in which they were on the agenda. The first executive session took place following Discussion & Information Item F and the second executive session took place following Discussion & Information Item D. Chairman Wagner called an Executive Session at 4:22 p.m., to discuss potential real estate acquisition. The session will be approximately 10 minutes in length. The Committee reconvened at 4:33 p.m. Chairman Wagner called an Executive Session at 4:46 p.m., to discuss emergency contracting. The session will be approximately 15 minutes in length. The Committee reconvened at 4:54 p.m. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:55 p.m. Approved this day of , 2010. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 8