HomeMy WebLinkAboutITEM II-ACITY OF
AGENDA BILL APPROVAL FORM
* WASHINGTON
Agenda Subject: Date:
Approval of Minutes September 15, 2010
Department: Attachments: Budget Impact: Public Works Minutes from September 2010 $0
Administrative Recommendation:
Public Works Committee to approve the minutes of the September 2010 Public Works Committee
meeting.
Background Summary:
W0920-1
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: September 20, 2010 Item Number:
k t + •1~
~ ~pr CITY OF AUBURN
~ .
~ CITY OF * ' * PUBLIC WORKS COMMITTEE
, . September 7, 2010
WAS H IN GT'O N DRAFr nnwurEs
J
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 Auburn City Hall, One East Main Street, Aubum, Washington. Corrmmittee
members p'resent were: Chairman Rich Wagner, Vice-Chair'Bill Peloza, and Member Virginia
Haugen., Also present during the meeting were: Mayor Peter B. Lewis, City Engineer/Assistant.
Directorbennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp,
Maintenance and Operations Manager Randy Bailey, Finance Director Shelley Coleman, Financial
Planning Manager KaremJester, City Attomey Dan Heid, Traffc Engineer Pablo Para,
Transportation Planner Joe Welsh, Street Systems EngineerSeth Wickstrom, Water;Utility
Engineer Cynthia Lamothe, Storm'Drainage Engineering Tim Carlaw, Sanitary Sewer Engineer
Robert Elwell, Project Engineer Robert Lee, Citizen Wayne Osborne, and Department Secretary
Jennifer Rigsby:
II. CONSENT AGENDA
' A. APPRQVAL OF MINUTES
, Vice-Chair Peloza asked that page 6, Item IV.A, second to last paragraph be amended to read,
meeting he attended where [at] an additional $100,000.00 was being alloeated to this project
because SFBD were being reassigned."
' It was moved by Vice-Chair Peloza, 'seconded by Member Haugen, that the Committee approve
the Fublic Works Committee minutes for date, August 16, 2010, as amended.
Motion carried 3-0.
B.. PERMISSION TO AWARD CONTRACT NO. 10-25 TO DOOLITTLE CONSTRUCTION INC ON
THEIR LOW BID OF$63,850:00 FOR PROJECT NO. GP1017, ARTERIAL AND COLLECTOR
CRACK SEAL PROJECT
Chairman Wagnec asked what additional work would be included in the project's scope, being
that tfie bid was so much.lower than the engineer's estimate. Street Systems Engineer
Wickstrom answered that a decision had not been made yet. Streefs may be added to this
project, the Arterial Patching Project, or possibly a combination of both.
, Chairman Wagner asked if the location he.had asked Wckstrom to look at, 106th Place on Lea
Hill, could be patched. Wickstrom said that it could however, it was not a good candidate for
crack sealing as part of this project.
It was moved by Vice-Chair Peloza; seconded by Member Haugen, that the Committee
recommend Council award Contracf No. 10-25 for Project No: CP1017, Arterial and Collector
Crack Seal Project. ,
Motion carried 3-0.
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Pu61ic Works Committee Minutes Sepfember 7, 2010
DRAFT MINUTES
C. PERMISSION TO AMEND CONTRACT NO. AG-C-385 WITH BROWN AND CALDVVELL, INC.
FOR ENGINEERING SERVICES FOR STORMWATER MANAGEMENT IN URBANIZED
AREAS
Chairman Wagner asked for more details as to whythis work would be an amendment to an .
existing agreement. Utilities Engineer'Repp responded that the consultant was under contract,
completing sirnilar work on the City Hall Plaza and S. Division Streef Promenade Projects, and
the amendment would allow wotk to continue, providing a more comprehensive approach to .
dealing with the Downtown and urbanized areas related to the newstorm requirements. ,
Utilities E_ ngineer Repp summarized the scope of work, looking.at how to better implement
NPDES Stqrmwater requirements in the Downtown and highly ur6anizedareas in the Gity. .
Repp discussed.some of the difficulties faced in the more:urbanized areas and the limited;space
available for more traditional stormwater maintenance facilities. Staff and the consultant wiU
examine other ways to try to implement other mechanisms so that future development or re- developmenf can meet the stormwater requirements. Phase 1 of the project will be the . .
evaluation of potential_ alfematives and Phase 2 will support implementation of the preferred
action by developing recommendations for new policies and design standards. Repp provided
sorne examples of the types of alternatives that sfaff and the consultant will tie looking at.
Chairman Wagner recommended that the Aubum Environmentaf District be included on the
map and possibly include other areas that may 6e considered urbanized in the future.
Utilities Engineer Repp answered questions asked by Chairman, Wagner regarding the cost
methodology. The Committee and sfaff discussed including more about treatment of
stormwafer in the scope of work.
Vice-Chair Peloza asked if the work is related to the future King County water quality monitoring
requirements. Utilities Engineer Repp answered that this work is focused more on the existing
requirements.
Chairman Wagner spoke about the conneetions he has been making in`the Department of
Ecology through his work on the advisory committee of the Washington Sfate UniVersity
Puyallup Stormwater Center. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recomrriend Council grant permission to enter into Amendment No. 1 to Consultant Agreement
No. AG-C-385.
Motion carried 3-0.
III. ISSUE$
There were no issues. IV. DISCUSSION AND INFORMATION
A. COMMUNITY CIRCULATOR SHUTTLE SERVICE
Transportation Planner Welsh announce that the second phase of the Transit Now Program will
be introduced in early October 2010. The new Route 910 will provide a connection fromthe
north end of the City, along I Street NE and Auburn Way N to the Senior Housing Assistant
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Public Works Committee Minutes . September 7,.2010
_ . , . . _
DRAFT 1VIINUTES
r
Group, Aubum Court on 10th Street NE down to Downtown Aubum and then continuing south to
the Supermall and the YMCA.
Transportation Planner Welsh reviewed the differences between the new Route 910 and the
Route 919 in response to _questions asked by Chairman Wagner. Welsh discussed the updated
hours for both routes. Welsh stated that the Route 910 would run Monday through Friday from
8:00 a.m. to 4:45 P.m. and Saturday from 8:25 a,m.,until 5:10 p.m. The Route 919 runs Monday
through Friday.#rom 7:50 a.m. until 3:45 p.m. and Satu'rday from 8:20 a.m. until 5:15 p.m. There
is no Sunday service. Route 919 will continue fo provide service to the Senior Center.
Transportation Planner Welsh said that the new route would be promoted through the City's
Communications and Multimedia Department.
Vice-Chair Peloza asked how the new Route 910 is related to the Lakeland Hills route. Welsh
answered that the Route 910 is the second service that was part of an agreement with King
County Metro and Pierce County and the first route was the Lakeland route. Welsh reported
that there has been a. 20%-30% increase in ridership on the Lakeland Hills route over the pasf
year. Vice-Chair Peloza, asked about the possibility of adding Sunday service. Mayor Lewis
stated that Sunday service is not yet a possibility: The Committee and s4aff discussed Pierce
- County Transits' ballot measure to enhance their service; Chairman Wagner encouraged staff
to work more closely with Pierce County Transit.
The Committee and staff discussed the cost of both routes and the additional benefits of the
routes, such as use by students traveling to after school programs and services.
B. GRANT STATUS
Traffic Engineer'Para presented the updated version ofithe Grant Status matrix.. Para pointed
out that on the first page, second column, should read "Unfunded Transportation Projects_"
Chairman Wagner suggested the column read, "Partially Funded Transportation Projects." Staff
suggested "Partially Funded/Unfunded Transportation Projects," and the Committee concurred. _
TIP #1, A Street NW Phase 1: Chairman Wagner asked if there were specific Federal
- Appropriafions for the project. Mayor Lewis stated there are White Papers and project requests
already. prepared, depended on which Committee the project is moved forward to in Congress.
TIP #5; M Street SE Grade Separation: Chairman Wagner asked if the Public Works Trust
Fund Loan request for $6.8 million will be used to cover the outstanding funding need for the
project of $6,798,500.00 or offset the local funding that is already being spent. Traffic Engineer
Para answered the loan is intended to be used to cover the outstanding funding need if
additional grant funded is hot secured. Assistant Director/City.Engineer Selle explained that, by
using the loan to fully fund the project:the City's odds of obtaining additional grants would
increase thus potentially lowering the amounf of the loan:`
Following questions asked by Ghairman Wagner;,Assistant City Engineer Gaub explained that
the secured grant funding for this project shown on the spreadsheet appears to include some of
the local or other funding sources. Traffic Engineer Para verified that the secured grant funding
figures included all of the secured funding. '
Chairman Wagner stated that if the City has to pay more than 50% of the project he would be in
favor of not moving forward especially if the City had fo take'out a loan with the Public Works
Trust Fund, which would cost. $500,000.00 in debt service fees. Member Haugen agreed. Vice-
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Public Works Committee Minutes Seoternber 7, 2010
- , DRAFT MINUTES
~Chair Peloza stated that he felt the project was necessary but there may noYbe funds available
to continue. Chairman Wagner commented on the Level of Service (LOS) on M Street not
currently being a problem. Mayor Lewis pointed out that it is nof a problem until the Sfampede
Pass reopens. Vice-Chair Peloza asked what the estimated date for reopening the pass.
, Mayor Lewis stated that the opening of the pass is moving forward, but if it is 2 years from now
or 20 years ftom now, he does not know: The Committee and staff discussed what would
- happen to the funding if the project did not continue. Assistant Director/City Engineer Selle said
that staff would have fo study the consequences of stopping the project, as some grant money
has been spent, and the impact that may have on securing grants for other projects. Mayor '
Lewis diseussed the reason for applying for the loan and how having the City's portion of the
project funded will help to secure other grant funding.
Assistant Director/City Engineer Selle spoke about the amount of time it takes to get funding for
` a project such as this one and how stopping or delaying the project may have a negative impact
of securing future grants,
Auburn-WavSouth Corridor.lmprovements (Phase II): Traffic EngineerPara repoitedthatthis
phase of the project is currently not included in tFie Transportation Improvement Program (TIR)..
The grants for the ptoject were recently submitted.. Para explained that the project is an
extension of the corridor plan that the City developed with the Muckleshoof Tribe and the State.
Fara stated that this phase of the project is referenced in the Transportation Comprehensive
Plan.
Chairman Wagner asked if Phase II deals with the pedestrian crossing on Aubum Way S. Para
answered that the crossing is part of,Phase I, TIP #3.
TIP #3, Auburn Wav South Corridor Imqrovements (Phase I): Traffic Engineer Para answered
Chairman Wagner's questions about grant funding which was transferred from this project to
another. Assistant Director/City Engineer Selle said that before the State would support
improvements of this nature along the Aubum Way South corridor the City would need to
create a corridor plan and get concurrence with the Mucklsshopf Tribe, which it fias, and now
staff is looking for new grant opportunifies for these improvements. Chairman Wagner
recornmended staff contact the Tribe regarding funding assistance for the project.
TIP #57, Lea-Hill Pedestrian Improvements: Traffic EngineerPara explained that this project is
focused on providing elementary and middle school students a safer route across SE 312tn
Street.
TIP #43. Aubum Wav S.& Riverwalk Intersection Improvement: Chairman Wagner sfated that
he feels, the biggesf need at the intersection is pedestrian safety.
`TIP #52, Downtown Promenade Improvements: Chairman Wagner asked for more details as
the project moves closer to the final design.
Ghairman Wagner asked that the utilities project be referenced back to the Capital Facilities
Program (CFP) numbers.
New Stormwater EmerQinQ Technologies: Chairman Wagner spoke about the possible
reinstatement of the'Technology Assessment Protocol Ecology (TAPE) process that reviews
emerging technologies from vendors.
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Public Works Committee Minutes ' September.7.-2010
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DRAFT MINUTES
Utilities Engineer Repp answered questions asked by Chairman Wagner regarding general
grants for utilities. There are primarily two grant sources for utilities, the Department of Ecology
' and the Department of Health. The cycle is usually a two-year funding cycle and a successful
granf application is dependent on project scheduling. , NPDES Rermit Implementation: Utilities Engineer Repp reported that the Department of
Ecology calculated the $250,079.00 project cost and staff has responded through the grant
application process.. Those funds will be coming to the City to fund the Storm Utility.,
WRIA 9 SformwaterBMP Retrofittin4 Plan: Utilities EngineerRepp explained that staff is
paiticipating ih the grant as technical support but the Cify does not receive direct funding, King
County has the grant and the City is a working partner in exchange for a work product that all
the participating agencies can utilize. Vice-Chair Peloza requested additional information
regarding the Committee's work and the plan. `
C. 2011 - 2012 BUDGET
The Committee and May,or Lewis reviewed the 2011-2012 Budget'Calendar and how to
maximize the value.of 6oth the Council Budget'Workshop and Council/Mayor Budget Workshop.
Finance Director Coleman answered questions asked by Chairman Wagner regarding the move
to outcome, based, budgeting. , Finance Director Coteman explained that there are new, reports included, in the budget packets.
Coleman went over what information is included in each section: 1) Mission Statement and .
Overview with 2009-2010 Accomplishments and 2011-2012 Objectives, 2) Working Capital
Budget Report, 3) Summary Budget Flex Worksheet by Object Report'for each fund or
_ departmenf within the General Fund, 4) Summary Budget Flex Worksheet by Object Report for
each division within a departmenf in the General Fund, 5) General Budget Worksheet,line item
. report; 6) Budget Detail Report, 7) Decision Package.Summary and Decisiorr Package Budget
~eport (formerly "Program Improvements"), and'8). Capifal Facilities Plan worksheets, if
aPPlicable. i. Public Works - Enqineerinq
Obiect 98, Interfund Facilities: Chairman Wagner asked if the funds are used only to fund rent in
- the new Annex building:.Finance Director Coleman stated:that it funds more than rent., It also
funds janitorial supplies, utilities, and facilities support. The a.mount is based on square footage
occupied by the department. Chairman Wagner asked, whicFi department is responsible for the
common areas such as the Iqbby. Financial Planning Manager Jester stated that the eosts are
allocated.
_ 06iect 12. Overtime: Referencing the actual amounf to date,..Vice-Chair Peloza suggested the.
budget for overtime be adjusted to $10,000.00 foc2011-2012. Assistant Director/City Engineer
Selle pointed out that the 2010 YTD actual amount does not account for the fall and winter-
months, during which more overtime is,accrued due to, seasonal events. Mayor Lewis stated
that there is not usually overtime aecrued unless there is a definite rieed for it and used the
need for snow and ice removal during a.2008 storm event as an example. Assistant
Director/City_Engineer Selle statedthat the budget a,lso includes call-outs and emergency work.
Obiect 22. Uniforms: Vice-ChairPeloza suggested, basetl on past expenditures, the 2011-2012
budget be adjusted to $1,500.00.' Page 5
Publie Works Committee Minutes September 7. 2010
DRAFT'MIIVUTES
Object 40. Other Senrices and CharQes: Vice-Chair Peloza suggested that the 2011-2012
6udget be adjusted to $45,000.00 from $51,000.00. ` Obiect 48. Reaairs & Maintenance: Vice-Chair Peloza suggested that the 2011-2012 budget be
adjusted from $29,A00.00 to $25,000.00.
Obiect 49. Miscellaneous: Vice-Chair Peloza suggested that the 2011-2012 budget be adjusted
to $9,000.00 from $11,100.00:
Vice-Ctiair Peloza asked for what Objects 50, Intergovenmental/Interfund and Objec# 51, ,
Intergovemmental Services funds were used. Finance Director Coleman, answered that they
fund King Counfy'service including signal maintenance and liridge inspections. j
H. Street
Chairman Wagner spoke about Maintenance and Operations stafFs ability to perform
emergency management services and the size of the Maintenance and Operations (M&0) -
facility. Chairman Wagner asked if expansion of the facility is still being considered:. Assisfant
Director/City Engineer Selle a"nswered that staff is aware of the issue and is cuRently exploring
other options and altematives but expansion of the facility is 6eing impeded by budget. Mayor
Lewis stated that there is the probability that the State will give full control of Game Farm Park
to. the City, including the state parks building facilities.and ifthat were to take place the Parks
Maintenance division could be moved to Game Farm Park, which would allow for expanded use
of the current Parks Maintenance building by M&O. :Chairman Wagner spoke about the small
size of the current M&0 facility and the importance of the worlc that ttie M&O staff performs.
Chairman Wagner. suggested ezpansion of the facility become a higher priority. Mayor Lewis
spoke about the remotleling of portions of the M&O facility and requested that the'Committee
tour M&O annually. Obiect 12. Overtime: Vice-Chair Peloza recommended that the 2011-2012 budget be adjusted
to $17,100.00 after reviewing the 2009-2010 budgef. Obiect 22, Uniforms: Vice-Chair Peloza recommended that the 2011-2012 budget be adjusted
to $6,200.00.
Obiect 35. Small Tools and Equipment: Vice-Chair Peloza recommended thatthe2011=2012
budget be adjusted to $17,300.00
Mayor Lewis'interjected, explaining that the budget detail needs to be examined to determine '
which expenditures have been transferred from one object code to another prior to reducing or
making adju"stments to the 2011-2012 budgeted amounts. Chairman Wagner suggested that
. Vice-Chair Peloza call attention to the object codes that he would like staff to review. Vice- `
Chair Peloza agreed. Vice-Chair Peloza asked that staff review object codes 41, 45, 48, 49, and 93.
Obiect 48, Repairs and Maintenance: Chairman Wagner commented on the large increase in .
the 2011=2012 budget. Finance Director Coleman stated that the charges forstreet light repairs
were transferred to Object 48 from Object 41, Professional Services. '
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Pu61ic Works Committee Minutes Seatember 7. 2010
. . - _ .
DRAFT MINUTES
Vice-Chair Petoza asked how much a new Vibratory Roller and Trailer cost compared to a used
model of $45,000.00. Maintenance and Operations_ Manager Bailey answered that a new
machine would cost approximately $75,000.00 with the trailer:
iii. ' Fund 102, 103,105
~
Account 102. Arterial Street.` Revenue: Chairman Wagner asked for which project the
' Intergovenmental P,ublic Works Trust Fund is.funding.. Assistant City Engineer_Gaub answered
8tn Street NE and Harvey Road.
Vice-Chair Peloza asked that; staff review object code 41.
iv. Water ' Chairman Wagner asked .why "looking for water supplies" is not included, in the objectives for
,
the water section. Utilities Engineer Repp answered that the objectives reference the
Comprehensive Water Plan in which the water supply strategy is included. Chairman Wagner and Vice-Ghair Feloza recommended that preventative maintenance and
tracking of preventative maintenance be included as a goal for all three utilities. " Mayor Lewis
agreed. ,
Finance Director Coleman answered questions asked by Chairman Wagner regarding the
phasing of depreciation accounting into the budget. Coleman stated that it would take 2 years
to start the phasing in: Chairman Wagner asked if.that should be reflected in the 2012 budget.
Coleman said she would research that for all three utilities
Chairman Wagner asked if the revenue bond proceeds for 2010, of $17 million, is correct.
Coleman responded that the $17 million includes the water rights acquisition and does not
~ ,represent a lump sum bond payment, but rather ttie payment of several bonds over an 18-
month period of time. _
Finance Director Coleman reported that she and Mayor Lewis will be going to San Francisco,
CA, to do a ratings presentation to Standard and Poor's (S&P) to get rated for the revenue
bonds. There will be a special Council Meeting on November 29, 2010 to price the bonds.
Ghairman Wagner asked of the $17 mitlion how much is being-used to pay the CWA
Agreement. Utilities Engineer Repp answered $7 million is set aside;specifcally for CWA to
cover current demands and finro years of growth and in addition to that there is another $1
million for interEie construction. .
Finance Director. Coleman sfated that, the $17 million is not a solid fgure and there are still
some projects that are being wotked on. Coleman statedin the CFP the amount is reported as
$14 million. Utilities Engineer Repp spoke about how the rate study and how rate increase
included the purchase of bonds. Chairman Wagner asked when the Committee would have to
recommend to the Council the purchase of bonds. Coleman answered by mid-October.,
Chairman Wagner asked foc.more details prior to making the recommendation to CounciL
Finance Director Coleman answered questions asked by Chairman Wagner regarding Object
82, Revenue Bond Inferest. _
' Page 7
Public Works Committee Minutes September7, 2010
` DRAFT MINUTES
Obiect 98. Interfund Facilities: Chairman Wagner,asked,for, what is.the account paying.
Coleman answered the fund pays for the annex rent, janitorial, etc., The moriies ate transferred
into the facilities fund, which is then transferred to the debt services fund, Chairman Wagner
asked if the facilities charges were included when staff calculated the rate study. Utilities
Engineer Repp confirmed that that all of the line items were included.
Obiect 17. Utilities: Utilities Engineer Repp responded fo questions asked by Chairman Wagner
regarding the increase in the utilities budget from 2009 to 2010. Repp reported that the
increase is due to the purchase of water.
Obiect 35. Small Tools and Equipment: Chairman Wagner asked if the cost of radio read
mefers is $200,000.00 every year. Finance Direcfor Coleman said thaf the City has been
swapping out old meters fo[ the radio read meters and fhe program is phased over 5 or 6 years.
Chairman Wagner asked what staff feels the cost savings of replacing the meters virith radio
reads.. Maintenance and Operations Manager Bailey sfated the radio read meters are saving
staff time and the meter reads take 3.weeks rather than a month. Bailey stated that,by the time ,
all of the meters are replaced the City would save approximately one, full-time employee (FTE)
annually. Mayor Lewis stated that the radio,read meters provide a much more accurate method
that was Council's conceen when starting the program.
Vice-Chair Peloza asked that staff review object codes 12, 22, 31, 35, 41, 43, and 45.
v, Sewer
535.000.90 Interqovemmental: Finance Director Coleman stated the City had an audit, last year
and was under reporfing in some areas and that is why the budget was increased in this
account, in response to questions asked by Chairman Wagner.
396.104 Contributed Cap=Outside Dev:. Chairman Wagner asked what the amounf for 2008
accounfed for. 'Coleman answered that amount is not actual cash but infrastructure that was
built and then turned over to the City. -
Chairman Wagner requested that the sewer`rate study be brought back for review by the
Committee. Obiect 31. Office & Operatin4 Suqqlies: Chairman Wagner asked why the budget forodor control was lowered: Utilities Engineer Repp stated when the original 6udget was developed,
staff was jusfi beginning to use a new product and as staff became more familiar with the
product and the application they did not have to use as much of it as was previously estimated.
Vice-Chair. Peloza asked that staff review object codes 12, 22, 31, 35, 41, 42, 43, and 45.
I .
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Pubiic 1Norks Committee Minutes September 7, 2010
DRAFT MINUTES'
vi. Storm
Chairman Wagnerasked that the LID training that staff received and became certified in be
included in the 2010 accomplishments. Chairman Wagne'r asked that in the 2011-2012 objects
the WSU IDEXX projecf be listed. .
Vice-Chair Peloza asked if the Airport Drainage Project be included in the 2010
accomplishments. Finance.Director Coleman:answered that the project is not being paid for from the storm fund, but rather the airport budget.
Obiect 49, Miseellaneous: Finance Director Coleman answered questions asked by Chairman
_ Wagner;-regarding the 2011-2012 budgeted amounts. The fund covers the cost of taxes and theBARS code dictates.that the funds 6'e included in fhat particular o6ject code. .
. Vice-Chair Peloza asked that staff review object codes 12, 22, 41, 42, 43, 47, and 48.
vii. Equipment Rental ' Finance Director Coleman responded to questions asked by Chairman Wagner regarding
interfund payments,
. Ghairman Wagnek,asked for a pie. ch'art showing the amounts other departments pay to
equipment rental.
Obiect 32. Title Not Found: Chairman Wagner asked what the funds in the account are for.
Maintenance and Operations Manager Bailey stated'thaf it is for fuel inventory.
finance Director Coleman responded to questions asked by Chairman Wagner regarding an
interfund loan to the General Fund to fund SCORE. `Vice-Chair Peloza asked that staff review object codes;12, 22, 31, 35, 41„ 42, 45, 48, and 49.
Obiect 48, Repairs & Maintenance: Chairman Wagner asked what types of cost controls are
used`for the funds. Maintenance and Operations Manager Bailey answered,that the budget
includes preventative as well as emergency maintenance for out of shop repairs, not done by
- City staff.
Mayor Lewis stated cornments, ideas; and suggestion` regarding the budget can be emailed to
Finance Director Coleman directly. '
The Committee and staff reviewed the General Fund 2010-2012 Budget by Department report
that was provided by Finance Director Coleman. Chairinan Wagner commented that he fhought .
there would be more of a breakout for Planning Department Administration so the: Committee
could see how much was being spent on Planning Services. versus administrative work. ,
Finance DirectorColeman stafed that she is still working on developing the report. .
~
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Public Works Committee Minutes - September 7, 2010 DRAFT MINUTES
D. CRITICAL FACILITIES PREVENTIVE MAINTENANCE
Utilities Engineer Repp distributed the Critical Facility Routine_Rreventative Mainte.nance matrix
for the Committee to reyiew., Repp asked for feedback regarding the usefulness of the matrix
- from the Committee. '
~The matrix summarizes, by utility, the different critical facilities maintenance activities.- The
frequency of the maintenance is included as wellas the type of task: The Engineering staff also
analyzes the data from the differeot production runs for the facilities in addition to the
maintenance performed by M&O sta,ff.
Chairman Wagner asked what preventatiVe maintenance activity would have averted the pump
failure at Well 6. Utilities Engineer Repp stated that this particular.pump failed due to
mechanical conditions in the pump itself and the failure was not, cela_ted to.preventative -
maintenance. Repp described the conditions in the well that lead to the pump failure.,
"Chairman Wagner asked if the well had been checked for unusual noises and vibrations, as
listed on the matrix. Repp stated thaf it was. Maintenance and Operations Manager Bailey ,
described how the wells are inspected during a daily check.
' Utilities Engineer Repp discussed an example of how staff analysis, and insPection prevented a
possible,failure,at a different well. Repp said that staff noticed the behavior in Well 2 was
inconsistent with good performance. Staff analysis lead to M&O conducting additional
inspections of the well, M&O Staff reported vibration and that well was shut down and will be
complefely examined. .
Repp stated thatthere is work being done to increase the resiliency of the watersystem and
then detailed facilities inspections can. be programmed every 2-3 years. Currently, there is no
back up to allow for wells to'be shut down. '
Maintenance and Operations Manager Bailey answered guestions asked by.Member Haugen
regarding telemetry 6ack up batteries. °
Ctiairman Wagner asked why more maintenance ta'sks do not occur every 3-5 years Assistant
'Director/City Engineer Selle`responded that for critical facilities routine ma_intenance in not . scheduled`thatfar out.
The Committee agreed that the information on the report is useful and requested to review the '
report annually; T_he Committee and staff discussed the inspection forms that staff,uses when examining the
, facilities.
The Committee decided to distribute the report to the rest of the Councilmembers.
Member Haugen'requested additional information regarding well depth: Water Utility Engineer
Lamonthe commented that there is additional information on the wells included in the Comprehensive V1later Flan. .
~ Page 1 0
Public Works Committee Minutes Seqtember 7, 2010
DRAFT MINUTES
E. CAPITAL PROJECT STATUS REPORT
Ifem 4. CP0815, Marv Olson Farm Phase III: Assistant City Engineer Gaub verified that the
project is scheduled for completion Qctober 2010. ; Chairman Wagner asked if the project will
inte .rfere with the Hops & Crops Harvest Festival: Assistant City Engineer Gaub stated that the
event is scheduled for September 25, 2010 and crews are trying to finish as, much of the project
as possible by that date, but°there were delays in the approval of the Shoreline permit, which .
has caused the start of work to be delayed. ,
Item 6, CP1011: Tacoma Piqeline 5 and B Street NE Intertie: Chairman Wagner asked if the
project will be completed in September with only 16% completion being reported. Assistanf City
Engineer Gaub answered that construction is underway and the project will:probably be
complefed in October due to delays with the City of Taeoma work. Utilities Engineer Repp
answered questions regarding telemetryasked by Chairman Wagner. Repp reported that the
PRV vault will be delivered and set on Saturday.
Item 8, CP1014, Commercial Buildina Demolition: Chairman Wagner asked if there had been
any agreemen# reached in regards to demolition of the Chaclie Wong building. Assistant City
Engineer Gaub sfated that the City is not demolishing that building but the bank has confacfed .
the contracfor on.a separafe agreement. Assistant City Engineer Gaub stated that she does not
know the status of the agreement between the two parties, but the bank has applied for a
. demolition permit. .
Item 10. CP0901: 8t" & R Street Traffic SiQnal: Chairman Wagner asked if there has been a
residents' meeting regarding the project. Assistant City Engineer Gaub stated there has not
been a meeting but there has 6een a notifcation sent out to the residents in the area.
Chairman Wagnerasked if the notice included a map showing howthe signal will function.
Assistant'Gity Engineer Gaub stated that she did not know and would follow up on providing
more infocmation; however; do to -delays in procurement a construction start date can not be
determined.
Item 16, C524A, SCADA Svstem lmprovements: Chairman Wagner commented that the
construction finish date is scheduled for December 2010 but that is the date that the report will
be reviewed to make the decision regarding what will be constructed. Assistant City Engineer
Gaub stated that the project will probably be phased over several years and the construction
finish date needs to be changed.
Item 23. CP1005. South Division Street Promenade Proiect: Chairman Wagner asked when the
project design would come to Co,mmittee for review: Assistant City Engineer Gaub responded
that staff is working on design.of the public improvements and plans to have a more definitive
design related to all utilities and the additional stormwater work before bringing the design to
Committee, pacticularly the incorporation of impervious pavement, if possible, and other
improvements.
Chairman Wagner asked abouf the amendments'h'e suggested for the City Hall Plaza • -
, Extension. Assistant City Engineer Gaub stated that the kiosk has been removed from the .
' design and the storm system was expanded by addendum prior to bids being received. .
Item 24. CP1006. Lakeland Hills Reservoir 6: Chairman Wagner commented the status of his suggestions regarding the site plan for the reservoir. Chairman Wagner said he would follow up
with the Mayor regarding the plan. -
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Rublic Works Committee Minutes Sentember 7. 2010
DRAFT MINUTES
Assistant City Engineer Gaub reviewed the new page of the CPS Report that includes projects
that are receiving support from Public Works but action taken through other Committees.
Ifem F. MS1003: Airport Storm Water Inventorv/Survev: Vice-Chair'Peloza asked why the
project is being handled through the Finance Committee and not #he Municipal Seniices
Committee. Assistant City Engineee Gaub stated that Finance Director Coleman would need to
be asked: Vice-Chair Peloza statecl thaf projects related totheAirport should be moved
through the Municipal Services Committee. Member Haugen.agreed.
AGENDA MOD/F/CAT10N
F. RESOLUTION NO. 4639 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ~
AUBURN, WASHINGTON,,EXPRESSING ITS COLLECTIVE POSITION, OPPOSING
INITIATIVES 7100 AND 1105
Initiative Measure No. 1100 concerns liquor (beer, wine and spirits)
This measure would direct the liquor confro/ board to close all state )iquor stores; terminate
contracts with private stores selling liquor; and authorize the state to issue licenses that a/low
_ spirits (hard liquor) to be sold, distributed, and imported by private parties. It would repeal
uniform pricing and certain other requirements goveming business operations for distributors and producers of beer and wine. Sfores that held contracts to sell spirifs could convert to liquor
retailec licenses.
Mitiative Measure No..1105 concerns liquor (beer, wine and spirits)
This measure would direct the liquor control board to close all state liquor stores and to /icense
qualified private parties as spirits (hard liquor) retailecs or distributors. It would require /icensees
to pay the state a percentage of their first five years-of gross spirits sa/es; repeal certain taxes
on retail spirifs "sales; direct the board to recommend to the legislature a tax to be paid by spirits
, distributors; and revise other laws concerning spirits.
Mterested persons will be afforded an opportunity to express`opposing vrews:
City Attorney Heid stated that, by law, the Committee in entitled to consider a collective position
on initiatives and/or ballot measures coming before the voters. The initiative must be stated
fuJly in the agenda-and there must be an opportunity for people fo express.opposing views.
City Attomey Heid explained how the two initiatives.being considered by the Committee might
affect the City.and the City's tax revenue. Heid highlighted the.differences;between the,two ,
initiatives.
Chairman Wagner asked if, in the last paragraph of the resolution, the $800,000.00 per,year
loss in tax revenue is an estimate. Heid answered that the amount is a safe approximate - ,
number. Chairman Wagner requested that the repetitive statement °police and law
enforcement" be changed to read, "law enforcement." , The Committee and staff discussed the possibility of minors having'greater access,to alcoholic J
beverages. There were two Committee Members who expressed this concern.
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Public Works Committee Minutes Seatember 7, 2010
DRAFT MINUTES
Chairman Wagner asked if tfiere was anyone that wished to speak to the'issue of Initiative
' Measure Nos. 1100 and 1105. There was no response from the audience.
MemberHaugen asked if fhe opportunitq for people to speak will be provided at the Council ~
Meeting. City Attomey Heid verified that it would.
V. ADJOURNMENT
There being no further business to come before the Public Works"Committee, the meeting was
adjourned at 6:14 p.m. :
Approv.ed this day.of , 2010.
. Rich Wagner Jennifer'Rigsby
Chairman Public Works Department Secretary
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