Loading...
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. Page 1 . 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 Page 2 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- Page 3 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. Page 4 Public Works Committee Minutes ' September.7.-2010 _ . 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. ' Page 6 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 . Page 8 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. . ~ , Page 9 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. - Page 11 i - . 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. Page 12 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 Page 13