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HomeMy WebLinkAboutITEM III-C CITY OF AUBURN CITY OF * PUBLIC WORKS COMMITTEE , - August 16, 2010 ~ WASHINGTON oRAFT nniNUTes 1. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #2 located on the second floor of Aubum City Hall Annex, One Easf Main Streef, Aubum, Washington. Committee members present were: Chairman Rich Wagner; ~Vice-Chair BiII Peloza, and Member Virginia Haugen. Also present during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, Cify Engineer/Assistant Direcfor Dennis Selle, Assistant City Engineer ; Ingrid Gaub, Utilities Engineer Dan Repp; Engineering Aide Amber Mund, Project Engineer Roberf Lee, Project Engineer Leah Dunsdon, Street Systems Engineer Seth Wickstrom, Project Engineer Jacob Sweeting, Environmental Planner Jennifer Shih, Environmental Protection Manager Chris ~ Andersen; Planning Direcfor Kevin Snyder, Planning Manager Elizabeth Chambedain, Facilities Manager Lisa Torres, Finance Director Shelley Coleman; Traffic Engineer Pablo Para; Councilmember Johh Partridge, Terry Danysh from Dorsey & Whitney, LLP, Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. Chairman Wagner stated that though it was not on the agenda, the Committee would discuss future Public Works Committee Meeting locations and meeting room option prior to the end of the meeting. - II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, August 2,2010. Motion carried 3-0. . B. APPROVE RIGHT-OF-WAY USE PERMIT NO.10-15 FOR THE CITY OF AUBURN PARKS, ART, AND RECREATION DEPARTMENT ANNUAL VETERANS DAY PARADE Engineering Aide Mund explained that the permit is the same at last year's permit. There were no qpestions from the Committee: It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve Right-ofi-Way Use Permit No. 10-15 for the City of Aubum Packs, Art, and Recreation Department Annual Veterans' Day Parade. Motion carried 3-0. Page 1 Public Works Committee Minutes August 16, 2010 DRAFT MINUTES C. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-16 FOR THE CITY OF AUBURN PARKS, ART, AND RECREATION DEPARTMENT ANNUAL SANTA PARADE Engineering Aide Mund explained that the permit is the same at last year's permit. There were no questions from the Committee. It was moved byVice-Chair Peloza, seeonded by Member Haugen, that the Committee approve Right-of-Way Use Permit No: 10-15 for the City of Aubum Parks, Art; and Recreation " Department Annual Santa Parade. Motion carried 3-0. D. PERMISSION TO INITIATE PROJECT NO. CP10101 2010 STORM DRAINAGE REPAIR/REPLACEMENT Projecf Engineer Lee was present. Chairman Wagner asked if the three sites included in the projecYs scope were the only locations where storm .drainage repairs were being made. Lee answered that there were four sites as part of the project and due to time constrainfs the sites were na►rowed down to the three most critical sites in need of repair. Project Engineer Lee reviewed.the storm drainage sites for which the project will provide repairs ' and mainfenance, Aubum Municipal Airport Sform Drainage-Reservoirs, SE 312"' Street/125t" Avenue SE, and Riverwalk Dcive Strom Drainage Pond and Bioswale. Lee answered questions asked by' Chairman Wagnerregarding whaf drains into the Auburn Municipal Airport Reservoirs. Chairman Wagner asked if the consultant that was contracted to do the storm system survey work on the airport drainage was related to Project No. CP1010. Lee answered that this" project is separate from the consulfant work forthe Airports storm system and is mainly a funcfion of maintenance for the City's storm facilities.. Vice-Chair Peloza voiced his support for the project: Project Engineer Lee identified the location of the airport reservoirs, "F" and "G". Chairman Wagner asked for the cosf associated with each individual site. Project Engineer Lee answered thafi each site represents approximately $50,000.00 of the budget. Chairman Wagner asked ifi any of the bushes at the Riverwalk Drive site would need to be replanted. Lee answered thaf only the grass areas along fhe sides.and bottom of the pond will be disturbed and will need to be re=seeded. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee grant permission to initiate Project No: CP1010, 2010 Storm Drainage RepairlReplacement. ' Motion carried 3-0. Page 2 ~ Public Works Committee Minutes AuQUSt 16. 2010 DRAFT MINUTES E. AWARD CONTRACT NO. 10-11 TO R&R FAB & CRANE ON THEIR LOW BID OF 26,991.41 PLUS WASHINGTON STATE SALES TAX OF $2,564.18 FOR A TOTAL CONTRACT PRICE. OF $29,555:59 FOR PROJECT NO. C410A, 277T" WETLAND MITIGATION MONITORING (AN KUAL) Project Engineer Dunsdon explained that Project No. C410A monitors the created wetland that. was part of the S. 277t' Streef Reconstruction Project. The City is responsible for a 10-year monitoring period and is currently in year seven: Duhsdon stated that this project evaluates the , performance of the wetlands and addresses deficiencies. In response to questions asked by Vice-Chair Peloza,. Project Engineer Dunsdon reviewed the moniforing costs and compared what was included in the monitoring during previous years to this year. It was moved by Vice-Chair Peloza, seconded by Member Haugen, thaf the_ Committee recommend Council.award Contract No. .10-11 for Project No. C410A, 277"' Wetland Mitigation Monitoring (Annual)., Motion carried 3-0. F. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG7C-393 WITH RH2 ENGINEERING INC. FOR ENGINEERING SERVICES ON PROJECT NO. CP1006, LAKELAND HILLS RESERVOIR 6 Chairman Wagner asked how much outreach to the neighborhood had been provided by staff regarding the project. Projecf Engineer Dunsdon answered that when the project is at 30% design staff plans on conducting two neighborhood meetings, one meeting with just the residents on Francis Court SE and a second, larger, public meeting. Dunsdon stafed that from conversations that she has had with one woman in the neighborhood, the residents' primary concerns are the type of fencing around the reservoir site, landscaping, and the inclusibn of a mural treatment. Mayor,Lewis recommended that staff calculate the cost difference befinreen a mural treatment and a standard treatment and that it.be presented as a costthat the Lakeland Hills Homeowners Association can consider paying for. Chairman Wagner asked if the view of the reservoirwill be obstructed by any trees. Project Engineer Dunsdon answered that from the west it will be partial obstructed but from the south it will not be obscured by trees because there are no trees on the site. _ The Committee and sfaff discussed the size and location of the project site and reviewed the vicinity map. Chairman V1/agner asked how tall the reservoir will be and Dunsdon answered, approximately 70 feet. Assistant Director/City Engineer Selle answered questions asked by Chairman VVagner regarding the construction of a partially submerged reservoir tank, indicating that the elevation necessary for the reservoir to feed the water system drives the height of the tank as well as the need to interact with the height of the current reservoir located elsewhere in the Lakeland wafer system. Mayor Lewis asked that staff bring the landscaping plan for the projecfi to the Committee for, review as soon as possible. Page 3 Public Works Committee Minutes Au4ust 16, 2010 DRAFT MINUTES The Committee and staff discussed the size and location of the existing reservoir in Lakeland Hills. Vice-Chair Peloza asked how long Project No. CP1006 had been planned; Assistant Director/City Engineer Selle answered that the project has been part of the Comprehensive Plan foc many years. Chairman Wagner spoke about the possibility of acquiring property from a nearby lot where there are existing trees on which to construct the reservoir, partially obscuring the structure. Project Engineer Dunsdon stated that the property has exisfing utility facilities on the site and that she would contact the property owner and make an inquiry. , Chairman Wagner stated that, in his opinion, reservoir tanks are more aesthetically pleasing when trees somewhat conceal them :from view than when a mural is painted onto the reservoir. Member Haugen agreed with Chairman Wagner's observation and sfated thatthe neighbors should be more involved in the landscape design options: Mayor Lewis stated that the project should move forward with community outreach regarding the project's landscaping design. Chairman Wagner and Assistant Director/City Engineer Selle discussed the required elevation of the reservoir. Chairman Wagner asked that the consultants review the possibility of partially submerging the reservoir as part of the project design phase. Projecf Engineer Dunsdon responded, pointing out that part of what drives the height of the structure is the"existing reservoir. The Committee and staff reviewed the location and height of the existing reservoir. Project Engineer Dunsdon explained the benefits of conducting neighborhood outreach and meetings at 30%,of the project design, following a request made by Chairman Wagner that the meetings be held sooner. The Committee and staff continued discussion about tfie ,possibility of acquiring property from a nearby lot on which to construct the reservoir and what could be done with the current project site if it is not used. The Committee reviewed an aerial map of the project site. Project Engineer Dunsdon discussed the storm facilities that are required as part of#he project which may still need to use the existing site if the tank can be shifted to the adjacent property. Mayor Lewis stated that every water tower that has had to be constructed, with the exception of a brand new city, has gone into an area where it is going to create an eyesore, but they are absolutely necessary in order to provide proper water and fire protection. Ghairman Wagner said that he agrees with the design, but requested that staff work to construct part of the project on the adjacent lot with existing frees, and conducf neighborhood outreach as soon as landscape design information is available. Assistant Director/Cify Engineer Selle. reviewed the budget status sheet, and in-house costs, following questions asked by Vice-Chair Peloza. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council grant:permission to enter into Consultant Agreement No. AG-C-393 for engineering services on Project No. CP1006, Lakeland Hills Reservoir 6. Motion carried 3-0. Page 4 Public Works Committee Minutes Auqust 16, 2010 DRAFT MINUTES G. AWARD CONTRACT NO. 10-03 TO THE LOWEST RESPONSIBLE BIDDER FOR PROJECT NO. C131002, 2010 LOCAL, STREET PRESERVATION PROJECT Street Systems Engineer Wickstrom distributed a revised Agenda Bill; Budget Status Sheet and Bid Tab Summary that included the low bidder,information, Wickstrom reported that the low biddec was R.VV. Scott and the bid amoan4 was $911,873.00 plus WA sales tax of $6,875.15 for a total contract price of $918,748.15, which was $440,000;00 below the engineer's estimate. There is now a budget contingency in most of the project funds. Chairman Wagner asked if there`would be more streets :included in the project's scope. Street . Systems Engineer Wickstrom stated that staff has nof decided if more streets can be added, due to seasonal #ime consfraints. Mayor Lewis recommended that staff review what work could be designed and completed before the end of the construction season: The Committee and sfaff reviewed the budget status sheet and discussed where contingency funds could be used. : Vice-Chair Peloza commented on the condition of 1St Street NE at Aubum Way N.' Street Systems Engineer Wickstrom stated that the damaged concrete panels are being completely replaced. The Committee and staff discussed the dormant Local Improvement District (LID) on H Street SE: Chairman Wagner asked staff to present the LID documents and information to the Committee for review this fall. ' It was moved by Vice-Chair Peloza,: seconded by Member Haugen, that the Committee recommend Council approve Conttact No. 10-03 for Project No. CP1002, 2010 Local Street Preservation Project. Motion carried 3-0. H. APPROVE FINAL PAY ESTIMATE NO. 6 TO CONTRACT NO. 09-12 IN THE AMOUNT OF $36,153.75 FOR A TOTAL CONTRACT PRICE OF $698,473.92 WITH WOODWORTH AND COMPANY INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0901, 2009 LOCAL STREET PRESERVATION PROJECT Street Systems Engineer Wickstrom was present. There were no questions from the. Committee. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 6 to Contract No. 09-12 and accept construction of Projecf No. CP0901, 2009 Local Street Preservation Project. Motion carried 3-0. " Page 5 Public Works Committee Minutes Auqust 16; 2010 DRAFT MINUTES I. " APPROVE FINAL PAY ESTIMATE NO. 10 TO CONTRACT NO. 09-10 IN THE AMOUNT OF $516.00 FOR A TOTAL CONTRACT PRICE OF $1,920,745.47 WITH ICON MATERIALS INC. , AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0907, 2009 ARTERIAL AND , COLLECTQR PATCHING PROJECT" (Wickstrom) • Sfreet Systems Engineer Wickstrom was present. There were no questions from the Committee: It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend that Council approve Final Pay Estimate No. 10 to Contract No. 09-10 and accept construction of Project No. CP07094 .2009 Arterial and Collector Pafching Projecf. Motion carried 3-0. ' III. ISSUES A. RESOLUTION NO. 4634 AUTHORIZING THE MAYOR TO AWARD AND EXECUTE AN ' AGREEMENT WITH THE LOWEST RESPONSIBLE BIDDER FOR CONSTRUCTION OF - PUBLIC WORKS CONTRACT NUMBER 10-19 FOR PROJECT CP0914, F STREET SE / 4TH STREET SE SIGNAL Project Engineer Sweeting reported that the bid opening for the project.was held Thursday, August 12, 2010. Sweeting stated that.the engineer's`estimate was $315,000.00 and the apparent iowest cesponsible bid was at $299,000.00: Bids are being verified and state approvals for awarding the project are in process. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council adopt Resolution No. 4634. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. RESOLUTION N0: 4633 AUTHORIZING THE MAYOR TO EXECUTE A GRANT AGREEMENT BETINEEN THE CITY OF AUBURN AND THE KING CONSERVATION DISTRICT FOR THE FENSTER LEVEE SETBACK & FLOODPLAIN RESTORATION, PHASE II RROJECT Environmental Planner Shih provided a summary and background information regarding the Fenster Levee Setback and. Floodplain Restoration, Phase II Project. Using an aerial map, Shih illustrated the project location. Environmental Planner Shih explained fhat Resolution No. 4633 requests authorization to accept $200,000.00 in King County Conservation ,District funds. The Planning and Community Development Committee moved the resolution forward follow'ing review. Vice-Chair Peloza spoke about the August 12, 2010 Water Resource lnventory Area 9(WIRA 9) meeting that he attended. Page 6 Public Works Committee Minutes AuQUSt 16, 2010 DRAFT IIAINUTES Environmental Planner Shih answered questions regarding the permitting process following questions asked by Vice-Chair Peloza. Shih verified that the permit fees are paid to King County. The Committee and staff discussed the Green River Trail: Environmental Planner Shih stated that there is a website dedicated to the Green River Trail, however it does not provide specific information. Shih said that she made an inquiry to the King County Trails Coordinator, Robert Foxworthy, regarding the trail,` and is waiting for his response. Chairman Wagner recommended that during the next update of the Transportation Comprehensive Plan, specifcally the Non-Moforized section, staff clarify the status of the trail. Mayor Lewis stated that the City Parks and Recreation Department is currently working with King County on the trail. The Committee is in support of the Fenster Levee Setback and Floodplain Restoration, Phase II Project. B. RESOLUTION NO. 4635 AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT BET'WEEN THE CITY OF AUBURN AND WASHINGTON STATE UNIVERSITY FOR CONSULTING SERVICES Planning Director Snyder explained that the agreement is a consultant services agreement between the City and WasFiington State University, specifically the Institute for Sustainable Design, to look at a particular geographic area of the City, the Auburn Environmental Park (AEP), to help generafe ideas about how to manage stormwater, howto manage the relationship between land use and transportation, and look at green building concepts. The student researchers will then bring forward recommendations and concepts that will not only be applicable to the AEP, but also the entire City. l ` The budget for the agreement is $95,000.00 and will be funded through the Stormwater Utilify Fund. As part of the agreement the City will provide WSU with work space in the former Information Services building: Public Works staff, as well as Finance staff, has reviewed the resolution. Member Haugen sfated that due to the recent increase in Stormwater Utility Fees, some citizens might be displeased that the project being funded through the Stormwater Utility. Chairman Wagner asked if staff had reviewed whether the project should ;be funded solely by the Stormwater-Utility Fund. Finance Director Coleman answered that following staff discussion it was decided thafi the bulk of the project is stormwater related. Chairman Wagner supported funding the full amount from the Stocmwater Utility Fund. Mayor Lewis spoke about the opportunities that will be generated by the project. Planning Director Snyder said that the innovative and-creative approached that will be produced to help future businesses either come to the`City of stay in the City as a result of the project. Mayor Lewis agreed. Page 7 Public Works Committee Minutes Auaust 16. 2010 DRAFT MINUTES C. ORDINANCE NO. 6321 AMENDING ORDINANCE NO. 6259 TO EXTEND THE EFFECTIVE DATE OF ORDINANCE NO, 6259, THE CONDITIONAL APPROVAL OF ASUBAREA PLAN, AND COMPREHENSIVE PLAN AND ZONING"CHANGES FOR ROBERTSON PROPERTIES GROUP (RPG) Planning Manager Chamberlain provided a background summary ofthe ordinance and the series of.Comprehensive Plan and text amendments, zoning text amendments, and the subarea plan forfhe redevelopment of the Valley 6 Theater by Robertson Property Group (RPG), passed by Council June 2008. Ordinance Na 6321 is the third extension request to extend the effective date an additional year. Jn addition to economic factors, other factors that support the extension include the acquisition by RPG of additional acreage to include in the project, which requires and addendum to the previous Final Environmental Impact Statement (EIS). Chairman Wagner spoke about the Council having final approval of the Development Agreement. The Committee supported adoption of Ordinance No. 6321. D. ORDINANCE NO. 6323 BUDGET AMENDMENT NO. 7 Finance Director Coleman reported that the Finance, Planning and Community Development, and Municipal Services Committees have reviewed Budget Amendment No. 7, and following review by the Public Works Committee the amendment will move forward to Council for adoption. The amendment is primarily to: set up debt service funds for the 2010 LTGO Bonds issued for the City Hall Annex and Local Revitalization project and to remove budget for debt service previously in the Capital Improvements Projects Fund 328. Finance Director .Goleman stated there is an item in addition to the items included in the memorandum, Drug Fund 117, where the Valley Narcotics Task Force is going to release $20,000.00 to each jurisdiction for them to reimburse the City of Renton for the procurement of a VNET SWAT vehicle. Finance Director Coleman responded to questions asked by Member Haugen regarding the Park Construction 321 Fund and the donation made by the Boys and Girls Club. Finance Director Coleman stated thafi the fees paid by departments to Equipment Rental and Informat'ion Services are going to be reduced, in response to a question asked by Chairman Wagner. " Ghairman Wagner asked where the amount that the utilities pay for building space rent is reflected in Fund 230. Coleman answered the amount is line item 4, the $450,000 transfer from Fund 505, inferfund rent to pay debt service. The Facilities. Fund is charging rent to the Utility Funds and then those funds will. be transferred to Fund 230 for debt service payment. Chairman Wagner voiced his support of certain departments paying rental fees, when appropriate. Page 8 Public Works Committee Minutes Auqust 16, 2010 DRAFT MINUTES E. OPTIONS FOR PAYMENT OF THE 2009-2010 FLOOD PROTECTION WORK Finance Director Coleman stated that staff has been working to identify all of the costs for the flood protection work and what the Cify was reimbursed. Coleman disfributed copies of the Green River Containment Project Summary and reviewed the costs that were not reimbursed with the Committee. In response to previous requests by the Committee to have staff investigate how other cities that constructed Green River flood protection have allocated their costs, Director Coleman reported that the City of Kent receiVed a$10 million construction grant a few years ago from the State for Horseshoe Bend and they are using those funds to pay for their flood protection work. Coleman stated that the City ofi Tukwila has taken a loan from their Utility Funds and applied a 1% Utility Tax on tfieir Water, Sewer, and Storm Funds. They transferred those funds to their General Fund and paying for flood protection work. The City of -Tukwila intends on paying back those funds after the economy strengthens. , Director powdy reviewed Attachment A of the City ofTukwila's Total Revenues and Expenditures handout with the Committee. Dowdy pointed out the utility. rate increases that are being applied to fund Tukwila's flood protection measures. Director powdy spoke about the rational behind using Storm Utility Funds to pay for the City of Auburn's flood protection measures versus all three utility funds as Tukwila is using. The Committee and staff discussed possible funding options. Director powdy pointed out that there would be at least two more winters where the City w'ill incur unknown flood protection costs that will need to be funded. Chairman Wagner asked that staff examine the Capital Facilities Plan and make ` recommendations to the Committee regarding which work in the Storm Utility can be modified orpostponed in order to fund flood protection. The Committee agreed. Assistant City Engineer Gaub answered questions asked by Chairman Wagner regarding the amount that was reimbursed by King County Flood Control, per the City's agreement. Assistant City Engineer Gaub explainetl that laboc expenditures occurring after the date that King County was billed could not be further reimbursed by the County because the City has already received the full amount from the County per the agreement: In addition, regular staff time is not reimbursable under FEMA and so could not be included in the request to FEMA. Chairman Wagner asked if bonding 'had been considered for the Storm Utility. Finance Director Coleman stated that she and the utility staff had been discussing bonding options. Coleman spoke about the Build America Bond that could be'issued for the utilities at very low interest rates and its likely sunset at fhe end of 2010: Coleman said this would be discussed at the next Committee Meeting when the budget is reviewed. The Committee and staff discussed the possibility of bonding transportation projects as welL Page 9 Public Works Committee Minutes AuQUSt 16. 2010 DRAFT MINUTES F. CITY HALL PLAZA DESIGN ELEMENTS Planning Manager Chamberlain distributed copies of a memorandum regarding the City Hall Plaza, the City Hall Plaza Urban Design Plan, the City Hall Plaza Landscape Planting Plan for - the Extended Plaza, and Utility and Drainage Plans for both sites. The design phase of the project is complete, the inVitation to bid was published on August 12, 2010 and the bid opening is scheduled for August 26, 2010. Chamberlain explained that the Utility Drainage Plans show the storm drainage facilities that will be constructed as part of the project, which will exceed the standard reguirements for storm drainage for the project and can be available for meeting other Downtown needs. Planning Chamberlain reviewed the design features of both the City Hall Plaza and Extended Plaza with the Committee and outlined the changes made following Committee ceview of #he 60% plan. Mayor Lewis stated that the Downtown Redevelopment Committee spent a lot of time perfecting the design. Chairman Wagner stated that he did not support the size of#he City Hall Extended Plaza> Mayor Lewis: responded that the developer told staff that this is the last opportunity fhe City will have at a Downtown living space that will add value to the City's renewed facilities. Chairman Wagner did not agree. Planning Manager Chamberlain gave her opinion that foc residents currently in the City and for future residents an open space., such as the Extended Plaza, where people can gather powntown is a highly desirable feature. Chamberlain discussed a presentation that the Parks Department staff attended regarding the benefits of open space, which was then discussed with the Downtown Redevelopment Committee. The benefits include higher property values for people who live near open space and increased retail values for commercial property owners whose property surrounds open space. Assistant DirectorlCity Engineer Selle spoke about the flexibility of the property and the possibility of a fufure development using some of the property. In response to questions asked by Chairman Wagnec, Assistant City Engineer Gaub spoke about adding additional storm capacity to address NPDES II permit requirements for other development happening in the Downtown area. Gaub explained that the Expanded Plaza presents an opportunity to help with additional storm drainage needs in Downtown. The planned facility could potentially be used to offset the drainage needs of other development, including the Promenade. Chairman Wagner stated that he could befter support the construction of the additional open space if he knew how many square feet of new impervious the facility would compensate for. Chairman Wagner asked when the bid would be awarded for the project. Chamberlain answered that there is a resolution being voted on at the August 16'h Council Meeting that will authorize the Mayor and the City Clerk to award the contract to the lowest responsible bidder. Chairman Wagner stated that he would not vote in favor ofithe resolution. Chairman Wagner recommended that the City Hall Plaza and the Expanded Plaza be separated into finro diffecent projects so the City Hall Plaza can move forward while. Council further discusses the need for the Expanded Plaza. Member Haugen agreed. The Committee and staff discussed the project budget. Chairman Wagner and Mayor Lewis discussed the location of the Expanded Plaza and the benefits provided by open space in Downtown. Page 10 Public Works Committee Minutes Auqust 16. 2010 DRAFT MINUTES Mayor Lewis asked if the project was delayed, could it still be completed in 2010. Assistant Cify Engineer Gaub answered that construction could begin but would not be completed. Chairman Wagner asked why the project needed to be completed this year. Mayor Lewis answered that the project is the lead in to the continued economic redevelopment efforts for the Downtown area. Chairman Wagner asked if the construction costs of each part of the project are divided out in the bid documents. Assistant City EngineerGaub answered #hat the quantities are not broken out per project, buf the cost ofithe Cham6ermax Sysfems are separate ifems. Gaub pointed out that the City will receive better bid prices for like items if they are bid on as one larger quantity than if two bid items are used for the same work as the contractor could then bid differenf prices. ~ Mayor Lewis spoke about the economic data that has been gathered regarding the benefits.of open space. Planning Director Snyder provided examples where open spaces added value.. Snyder used " the Pearl Districf Project in Portland, OR as his primary example of open space features providing a retum on investment. Snyder said that the open spaces nof only act as attractors . fot residents and businesses, but also visitors. Snyder poinfed out that the City does not have - a lot of open space in Downtown and although there is a plaza at the Transit Station, that space is not owned by the City and not a public space. Planning Director Snyder spoke about the future of fhe Downtown area and the appeal of open space to the demographic fhe City wants to attract to Downtown Auburn. Assistant City Engineer Gaub answered questions asked by Chairman Wagner regarding the storm management value for the Expanded Plaza The Expanded Plaza would provide approximately 13,000 cf of storage and befinreen the City Hall Plaza and the Expanded Plaza, approximately 20,000 cf for powntown. Chairman Wagner asked why more of the area under the Expanded Plaza could not be used for stormwater management. Assistant City Engineer. Gaub answered the facility can not be under the kiosk due to the pin piling needed for the building and for potential settlement reasons. Mayor Lewis asked if the space could be used if there were no kiosk. Gaub said it could: Chairman Wagner stated that he could support the Expanded Plaza if it serves a true engineering function antl provides a lot of stormwater management and removing the kiosk may be necessary: Mayor Lewis prqposed a temporary, movable, kiosk for events and rp quested that the Downtown Redevelopment Committee be consulted regarding the proposed change. ' The Committee and staff discussed how the proposed changes would affect the resolution and project bid. Member Haugen asked that Chairman Wagner make a motion for amendment at the Council Meeting. Chairman Wagner and Vice-Chair Peloza agreed. , G. CAPITAL PROJECT STATUS'REPORT Item 23 - Well 1 Imqrovements (CP0915): In response.to questions from Member Peloza, the location of the Well on M Street SE near Les Gove Park was discussed. Chairman Wagner asked if the Lakeland HiII.Resenioir 6 project will be included on the Capital Project Status Report (CPS). Assistant City Engineer Gaub answered that the project will be added to the report following this meeting which was the projects initiation with the Committee. Page 11 Public Works Committee Minutes Au-qust 16; 2010 , DRAFT MINUTES Vice-Chair Peloza asked about well preventative maintenance. Assistant Director/City Engineer Selle stated that staff is working on a matrix to address preventative maintenance for discussion at a future meeting. ADDITIONAL DISCUSSION l'he Committee and staff discussed conference room fumiture configurations that will allow the Committee to use the dry erase board with ouf disrupting the audience, arrange the audience where they will not be at the back of Committee Members, and give the audience easy access to seating., Discussion regarding providing a projector, smaller microphones for the recorder, and PA system will continue at a fufure Public Works Committee Meeting. V. ADJOURNMENT There being no further business to.come before the Public Works Committee, the meeting was adjoumed at 6:03 p.m. Approved this ` day of , 2010. Rich 1Nagner Jennifer Rigsby _ Chairman Public Works Department Secretary Page 12