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HomeMy WebLinkAboutITEM II-ACITY OF AGENDA BILL APPROVAL FORM * WASHINGTON Agenda Subject: Date: Approval of Minutes August 10, 2010 Department: Attachments: Budget Impact: Public Works Minutes from Au ust 2, 2010 $0 Administrative Recommendation: Public Works Committee to approve the minutes of the August 2, 2010 Public Works Committee meeting. Background Summary: W0816-1 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: Au ust 16, 2010 Item Number: k t + •1~ ~ CITY OF AUBURN PUBLIC WORKS COMMITTEE IT 0~ August 2, 2010 ~ DRAFT MINUTES ~HIITOI I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:37 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 Bill Peloza, and Member Virginia Haugen. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Utilities Engineer Dan Repp, Director of Human Resources) Risk and Property Management Brenda Heineman, Finance Director Shelley Coleman, Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Project Engineer Ryan Vondrak, Street Systems Engineer Seth Wickstrom, Transportation PlannerlGrants Manager Chris Hankins, Maintenance and Operations Manager Randy Bailey, Planning Director Kevin Snyder, Environmental Protection Manager Chris Andersen, Planning Manager Elizabeth Chamberlain, Facilities Manager Lisa Torres, Assistant City Attorney Steven Gross, Councilmember John Partridge, Citizen Wayne Osborne, Auburn Good 01' Days Connie Henke and Department Office Assistant Heather Bartlett. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Member Haugen, seconded by Chairman Wagner, that the Committee approve the Public Works Committee minutesfordate, July 19, 2010. Motion carried. B. APPROVE RIGHT-OF-WAY USE PERMIT N0. 10-09 FOR MUCKLESHOOT INDIAN TRIBE HEALTH AND WELLNESS CENTER BUS STOP Engineering Aide Mund reported that the Muckleshoot Indian Tribe has applied for a two year Right-of-Way permit to place a bus stop on 17th Street SE, 30 feet west of R Street SE. The purpose of the bus stop is to transport tribal members to and from the Muckleshoot Health and Wellness Center. Chairman Wagner asked if 30 feet back from an intersection is a typical distance for a bus stop. Mund confirmed that 30 feet is a typical distance and stated that they chose this distance to prohibit parking in front of the bus stop but still allow parking behind the bus stop. Public Works Director Dowdy informed the committee that City staff has looked at the sight to make sure it was a safe location for a bus stop forADA citizens, considering this is a truck route for Miles Sand & Gravel. Member Haugen expressed her concern for the safety of citizens. Member Haugen asked if the City would be liable if an accident were to occur at the bus stop being that this is City Right-of Way. Director Dowdy stated that this is the safest location for the bus stop to serve tribal members living in this area. The committee reviewed the map showing the location of the potential bus stop. Chairman Wagner asked if there are any plans to put crosswalks at this location. Director Dowdy replied that there are no crosswalks planned for this location. Page 1 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve Right-of-Way Use Permit No. 10-09 for the Muckleshoot Indian Tribe Health and Wellness Center Bus Stop. Motion carried 3-0. C. APPROVE RIGHT-OF-WAY USE PERMIT N0. 10-13 FORAUBURN GOOD OL' DAYS FESTIVAL AND FUN RUN Engineering Aide Mund stated that there are no changes to the permit or the map from last year. The committee had no questions. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve Right-of-Way Use Permit No. 10-13 for the Auburn Good 01' Days Festival and Fun Run. Motion carried 3-0. D. APPROVAL TO INITIATE PROJECT CP1017, 2010 ARTERIAL & COLLECTOR CRACK SEAL PROJECT Chairman Wagner asked Street Systems Engineer Wickstrom how often the Pavement Observation Survey takes place. Wickstrom stated that the Pavement Observation Survey is completed approximately every 4 years, the last survey was done in 2006 and the annexed areas were done in 2008. Chairman Wagner stated that he frequently travels 105t" Place and has noticed that the road breaks down yearly. Chairman Wagner asked Wickstrom if it was in the budget to add 105t" Place to the project, stating that the northbound portion of the road is the worst. Wickstrom responded saying he will assess the street to see if it is suitable for crack seal repairs. Wickstrom stated that this project is funded by the 105 fund, Arterial Streets. Director Dowdy stated that the utility tax is dedicated to Arterial Streets. Member Haugen asked how long the tax has been dedicated to the Arterial Street Fund. Mayor Lewis stated that this is the beginning of the fourth year. It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee approve to initiate project CP1017, 2010 Arterial & Collector Crack Seal Project. Member Haugen voted against. Motion carried 2-1. E. AWARD CONTRACT N0. 10-20 TO PCI DEMOCON ON THEIR LOW BID OF $166,352.40 FOR PROJECT N0. CP1014, COMMERCIAL BUILDINGS DEMOLITION PROJECT* (Vondrak) Chairman Wagner asked if there was information the committee should know about the interaction of the Party Wall Agreement and the demolition contract. Human ResourceslRisk and Property Management Director Heineman informed the committee that these are two separate issues. The City is paying only forthe demolition of the Crites Huff and Marvel Buildings with this award. The 1924 Party Wall Agreement states that if we alter or demolish the building we are responsible for replacing the adjoining wall. In working with Business Bank, they have expressed interest in using the money for the wall towards demolition of the building because it has no value. To settle the Party Wall Agreement the City has entered into an Page 2 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES agreement with Business Bank allowing them $30,000 forthe wall that they must use toward demolition of the building. Vice-Chair Peloza asked if the demolition of Charlie Wong and the Liquidation building were going to take place at the same time. Director Heineman stated that the banks are working with our contractor but it is not certain if demolition will occur at the same time. Member Haugen asked how the project is being funded. Project Engineer Ryan Vondrak stated that the project was fully funded by the Local Revitalization Fund (L.R.F.}, a state grant. Director Heineman cleared up some confusion by explaining to the committee that there are two separate walls, not a common wall, that adjoin the Crites Huff building and the Charlie Wong building. The purpose of the 1924 Party Wall Agreement was so that if damage were done to the wall it would be replaced. Director Heineman expressed the benefit to the City for the $30,000 agreement with Business Bank stating that it would cost the City much more to build a newwall. Business Bank accepted the offer because they want to demolish the building. Member Haugen asked where the $30,000 for the Party Wall Agreement is coming from. Finance Director Shelley Coleman stated that it is separate from the demolition contract and is being funded by the same L.R.F. Grant from the state. It was moved by Vice-Chair Peloza, seconded by Chairman Wagner, that the Committee award contract No. 10-20 to PCI Democon on their low bid of $166,352.40 for project No. CP1014, Commercial Buildings Demolition Project. Member Haugen voted against. Motion carried 2-1. III. ISSUES There are no issues for the committee. IV. DISCUSSION AND INFORMATION A. RESOLUTION N0.4628 AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH REID MIDDLETON TO ASSIST THE CITY AT THE AUBURN MUNICIPLE AIRPORT Finance Director Shelley Coleman informed the committee that this resolution is for stormwater inventory and mapping at the Auburn Municipal Airport. The resolution states this resolution is for taxiway improvements but this has to do with mapping and inventory and this will be changed to reflect that before taking it to council. Peloza asked if this has to do with the drainage issues at the airport. Director Coleman stated that this has to do with drainage issues such as flooding and standing water at the airport. We must find out what type of infrastructure we have at the airport in order to remedy a solution to the drainage issues. Chairman Wagner asked if the funds for this come from the Taxiway Grant. Director Coleman stated that the funds do not come from the Taxiway Grant; they come directly from the Airport Fund, which comes from airport revenues and hanger rentals. A budget amendment will be on the next budget amendment that is coming forward for review. Chairman Wagner asked if there Page 3 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES would be a budget amendment coming forthe actual improvements that are identified. Chairman Wagner also asked if once the inventory is complete if there will be improvement design and improvement implementation. Director Coleman stated that this resolution is for inventory and mapping only. Chairman Wagner then asked if at some point there would be a request for consultant money for design and improvement implementation, which would come from the Airport Fund. Director Coleman confirmed there could be. Chairman Wagner asked if there was enough money in the Airport Fund to cover the costs. Director Coleman shared with the committee that there is enough money to do this project and to do some of the hanger roof projects. The City will have to look at the costs for design and improvement implementation to see if we have the funds or if there are any airport grants available. Vice-Chair Peloza asked if there was around $900,000.00 in the Airport Fund now. Director Coleman stated that was correct. Chairman Wagner asked if most of the drainage issues were located near the north boundary of the airport and if the City had a good inventory at that location already. City Engineer/Assistant Director Selle stated that there is a difference between the public storm utility system and the on site airport system. This is inventory of the on site airport system that ties into the public drainage system. B. IDeXAND CITY OFAUBURNIWSU AGREEMENT Planning Director Snyder discussed the memorandum distributed at the meeting. Chairman Wagner asked who the action committee would be for this agreement. Director Snyder told the committee this agreement will bean action item for finance potentially at the August 16, 2010 Finance Committee Meeting as well as at City Council. Director Snyder stated that he does not expect any on site work to occur until at least August 25. The City has already done a budget adjustment to the storm fund for this agreement although there may bean additional_budgetamendment tothat adjustment. The City will have the funding source firm by the August 16 meeting. Chairman Peloza asked what the 15% MTDC stands for on the budget sheet. Director Snyder stated they would spell the acronym for future documents and that the 15% is for auxiliary costs, such as sales tax. Chairman Peloza asked why the City is paying 52%forthe first payment. Director Snyder responded by stating that this is a progress statement approach and it is intended to cover start up costs and operational costs forthe first third of the project. Chairman Wagner added that though we do not see much output by the first payment, the University has committed professors for a certain length of time. The professors spend more time in the first half of the project preparing students to do their work than in the second section of the project. Chairman Wagner stated that his first proposal was to pay in thirds, but he then was told that in order to get the professors and students committed there needed to be a 52% first payment for the project. Member Haugen expressed her concern for the homeless situation in downtown Auburn. Chairman Wagner asked if the committee would see this at the August 16 meeting. Director Snyder informed the committee that this would be on the agenda for the August 16 meeting and then it will betaken to the Finance Committee for action the same night. Page 4 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES C. GRANT STATUS UPDATE Director Dowdy discussed the purpose of the Project Grant Status Sheet. Chairman Wagner suggested that the committee give a brief overview of the Project Grant Status Sheet and bring it back to the next committee meeting for more detailed discussion. Chairman Wagner asked for an overview of the format and explained why the City thinks this document will be helpful. Director Dowdy stated that the titles at the top of the columns explain what funding we have and what funding we need for each project. This sheet is in response to various Council Members request to have something that they could take with them to outside meetings that shows current funding for City projects. Vice-Chair Peloza stated that he would like to see a column that shows the local source details. Transportation Planner/Grants Manager Hankins states that the sources for local funding can be found in the Transportation Improvement Plan (TIP). Chairman Wagner stated that most of what the Council Members are looking for is listed in the Recommended Funding Source(s)/Project Info column. Hankins told the committee that this is more of a summary and does not include the specific details. The specifics can be added but they are included in the TIP document and other project sheets that are associated with individual projects. Chairman Wagner suggested that rather than adding details about local funding it might be better to have more detail regarding the pending grant applications. City Engineer/Assistant Director Selle stated that there could be a footnote added that states, "For details and cost breakdown see the TIP". Chairman Wagner asked that the cells containing N/A be filled in with specifics pertaining to the column title. Selle suggested that fully funded projects be moved into a separate section. Wagner concurred. Transportation PlannerlGrants Manager Hankins informed the committee that there are utility projects at the end of the report that are not included in the TIP, but do have grants available. Utility projects will also be moved into a separate section. Chairman Wagner asked that committee members review the draft before the next scheduled meeting and suggested that members bring their TIP to the meeting for reference and a continued review. Director Dowdy asked that a reminder be added to the agenda to remind members to bring their copies of the TIP. D. CAPITAL PROJECT STATUS REPORT Item 7 - CP1011-Tacoma Pipeline 5 & B St NE Intertie: Chairman Wagner asked what the progress was on the project. Utility Engineer Repp informed the committee that the contractor has been selected and the City is waiting forthe fabrication of the pressure reducing valve, which will be 6-8 weeks. Currently we are still on track to begin work the end of August. Chairman Wagner asked if it would be early or late September that the project would be complete. Repp stated that completion depends on the contractor and how fast they are able to do the work. The City of Tacoma needs to install a meter and they are fabricating the section of stainless steal high-pressure pipe for the City that will be the connection between the two vaults. The City of Tacoma is aware of our schedule and they have been invited to pre construction meetings. Page 5 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES Chairman Wagner asked if September was the time the City is most likely to see a water shortage. Repp stated that the end of August and the first part of September are usually when the City sees some of its highest demands for water. Chairman Wagner asked if there were any legal issues that needed to be complete in order for the water to be turned on when construction is complete. Director Dowdy explained that there is an agreement with Tacoma for the actual account set up that Tacoma's Attorney and the City's Attorney are drafting. Repp stated that the City is working on an emergency agreement with Tacoma that will be used while the long-term agreement is put into effect. Item 8 - CP0701- 8t" & R Street Traffic Signal: Vice-Chair Peloza asked if signage would be in place before the start of construction scheduled for next week. Director Dowdy informed the committee of a letter he has produced that will be mailed to neighborhood residents within the next few days regarding construction. Each Council Member will receive a copy of the letter in their mailbox at City Hall. signage will be in place well before you see construction taking place. Item 14 - CP0922 -City Hall Plaza Improvements: Chairman Wagner asked if the funding amount had increased on this project. Mayor Lewis said there have been no funding changes to this project. Chairman Wagner would like a review at this committee even though the project is being managed by the Planning Department. City EngineerlAssistant Director stated that this item could be brought to the next committee meeting for and overview of what the project looks like. Currently the project is at about 99% complete with the design phase. Item 13 - C524A -SCADA System Improvement: Vice-Chair Peloza asked that information be provided on critical and preventative maintenance for critical utility facilities. Selle stated that they are currently working on providing information to the committee. Member Haugen asked what type of monitoring we have at our well sites. Selle stated that we have 24 hour? day a week monitoring. Sometimes a failure is gradual and sometimes a failure is sudden, it depends on the scenario. Wagner stated that the City is looking into a SCADA system that will upgrade all of the City's pump systems to a 2010 technology system; currently the City has a 1960 technology system. Selle stated that the committee has asked for a discussion on SCADA, which will occur at one of the next two meetings. We are looking at two options, what it will take to do the complete system and if there is any ability to phase the system in over time. Wagner asked that building improvements be included in the overall review of the SCADA Improvements when brought forth to the committee. Item 35 - CP0638 -15t" Street NW Culvert Maintenance: Chairman Wagner asked if Environmental Protection Manager Chris Andersen was able to get the funds moved from this project to CP0819 - Mill CreeklPeasley Canyon Culvert Replacement. Director Dowdy confirmed thatAndersen was able to get the Department of Ecology to move the funding. Item 34 - CP0906 - 2009 Gateway Project: City Engineer/Assistant Director Selle answered questions by Member Haugen regarding the location of the project. Page 6 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES Item 38 - CP1002 - 2010 Local Street Pavement Preservation: Selle verified that both items 37 and 38 are Save Our Street (SOS) program projects, one for 2009 and one for 2010. ADDITIONAL DISCUSSION I TEMS Howard Hanson Damn Update Mayor Lewis briefed the committee on his meeting with Colonel Wright of the Army Corps of Engineers. Colonel Wright informed Mayor Lewis that the Army Corps of Engineers would be announcing on August 9 that the chance of dam failure has decreased due to the grout curtain that has been installed. The Army Corp of Engineers is now evaluating its ability to raise the pool of water behind the dam higherthan they were able last year and we can look forward to a future announcement of what this means. The funds the Army Corps of Engineers have received from the government will be used to install a drainage tunnel system with wells that will allow waterto flow through the wells and out the riverside of the dam without weakening the structure. The drainage tunnel system is scheduled to be complete next year. Mayor Lewis discussed the amount the City has spent on flood prevention since the Howard Hanson Damn issues began. The Public Works Department and Sarah Miller from Emergency Management are working together to promote grant reimbursements, though FEMA has never given a reimbursement unless a disaster has occurred. Currently the funds have been paid from the Stormwater Fund. Chairman Wagner stated that the committee did not want funding for flood control to come from the Stormwater Fund on a continual basis. Mayor Lewis told the committee that funds have been used from the Stormwater Fund and asked that this item be placed on the next agenda forfurther discussion so they may discuss the funding issue. Wagner expressed his concern forfunding to remove the floodwalls in place along the river. Mayor Lewis responded stating that he has discussed this with Colonel Wright and if the City does not take down the floodwalls when it is time, the Army Corps of Engineers will take them down at their expense. Director Dowdy reminded the committee that the Army Corps of Engineers has just begun work of the drainage tunnel system and will not be instructing us to remove our floodwalls this year. The Corps is very conservative and until they know they have a solution they will not advise the City to remove floodwalls. The City has time to plan and program the financial burden of removing the floodwalls. Chairman Wagner asked if there have been any additional entry points created through the floodwalls. Mayor Lewis stated that there have been a few selective locations where entry points have been added. The City is trying to keep the floodwall as whole as possible. Director Dowdy added that the black plastic protecting the floodwalls is designed to last only 4-5 years in the sun. If the Corps has not reached a solution to the dam_issue in 3-4 years, the plastic will need to be replaced due to floodwall stability issues. Annex Conference Room Committee Needs Page 7 Public Works Committee Minutes August 2, 2010 DRAFT MINUTES Director Dowdy asked the committee for input on what we can do to accommodate the needs of the committee for graphical, drawing, and voice amplification_needs. We will try to have Information Services (IS) and Facilities at the next meeting to discuss these needs. Chairman Wagner stated that the white board is not functional in its current location because it is placed behind the audience. The committee will bring ideas to the next meeting to discuss possibilities further. Director Dowdy will express concerns from the committee to IS and facilities prior to the meeting. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:00 p.m. Approved this day of , 2010. Rich Wagner Heather Bartlett Chairman Public Works Office Assistant Page 8