HomeMy WebLinkAboutITEM III-C
CITY OF AUBURN
* PUBLIC WORKS COMMITTEE
C1TY OF_
November 1, 2010
URN
WASHINGTON DRAFT MINUTES
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1. CALL TO ORDER
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1, located
on the second floor of One East Main Street, Auburn, Washington. Committee members present
were: Chairman Rich Wagner, Vice-Chair Bill Peloza, and Member Virginia Haugen. Also present
during the meeting were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City
Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer
Dan Repp, Storm Drainage Engineer Tim Carlaw, Project Engineer Ryan Vondrak, Street Systems
Engineer Seth Wickstrom, Project Engineer Jacob Sweeting, Sanitary Sewer Engineer Robert
Elwell, Environmental Protection Manager Chris Andersen, Finance Director Shelley Coleman,
Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby.
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, October 18, 2010.
Motion carried 3-0.
B. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0817 - PHASE C, WHITE
RIVER STORM PUMP STATION MAINTENANCE AND REPAIR PROJECT
Chairman Wagner asked if anything about the project had changed since the last time it was
discussed by the Committee. Assistant City Engineer Gaub answered that nothing has
changed.
Chairman Wagner asked if the project is on schedule as planned by staff. Assistant City
Engineer Gaub responded that the project is on schedule and staff is coordinating the
construction of both the Ellingson Station and the White River Station. The dewatering required
for the Ellingson Station needs to be completed prior to the White River Station being taken
offline in the summer months when there are reduced storm events.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee grant
permission to advertise for bids for Project No. CP0817, Phase C, White River Storm Pump
Station Maintenance and Repair Project.
Motion carried 3-0.
C. APPROVE CONSULTANT AGREEMENT NO. AG-C-398 WITH BROWN AND CALDWELL,
INC. FOR NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) PHASE II
PERMIT SUPPORT SERVICES
Storm Drainage Engineer Carlaw stated that the agreement is for the remainder of 2010 and for
2011, in response to questions asked by Chairman Wagner. Storm Drainage Engineer Carlaw
stated that 2011 is the last year of the 5-year permit cycle and staff is anticipating only one
additional task that staff will need the consultant's help with.
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Public Works Committee Minutes November 1, 2010
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Vice-Chair Peloza asked if the agreement has even gone out to bid. Assistant Director/City
Engineer Selle answered that consultant selection is not subject to construction bid laws but is
a qualification based selection process. For this situation, staff selected the most qualified
consultant from the City's consultant roster. Part of this determination that Brown and Caldwell
Inc. was the most qualified is because they have experience with modeling the City's Storm
system, are familiar with the system, and have the expertise needed for these support services.
Assistant Director/City Engineer Selle said that contracting with a consultant that has previous
experience with the system is cost effective.
Storm Drainage Engineer Carlaw explained that the consultant will be assisting with a barriers
to low impact development assessment which is required by the permit.
Vice-Chair Peloza requested additional information regarding the scope of work for consultant
agreements in the future. Chairman Wagner and Member Haugen agreed.
Vice-Chair Peloza asked for how long has the City been using Brown & Caldwell as
consultants. Assistant Director/City Engineer Selle answered the City has had several
contracts with Brown & Caldwell for different projects and tasks and the City has been working
with them for approximately four years.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council approve Consultant Agreement No. AG-C-398 with Brown and Caldwell
Inc.
Motion carried 3-0.
D. APPROVE FINAL PAY ESTIMATE NO. 4 TO CONTRACT NO. 10-05 IN THE AMOUNT OF $0,
FOR A TOTAL CONTRACT PRICE OF $431,294.25, WITH SCOTTY'S GENERAL
CONSTRUCTION AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0762, LES GOVE
NEIGHBORHOOD IMPROVEMENTS - PHASE 2
Project Engineer Vondrak was present. Chairman Wagner asked why the amount of the Final
Pay is $0. Assistant City Engineer Gaub answered that the approval of the Final Pay is also
part of the Council's acceptance of the completion of the project, regardless of the amount
being paid to the contractor.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council approve Final Pay Estimate No. 4 to Contract No. 10-05 and accept
construction of Project No. CP0762, Les Gove Neighborhood Improvement - Phase 2.
Motion carried 3-0.
E. APPROVE FINAL PAY ESTIMATE NO. 7 TO CONTRACT NO. 09-08 IN THE AMOUNT OF
$4,597.68 FOR A TOTAL CONTRACT PRICE OF $230,859.03 WITH GLOBAL
CONTRACTORS LLC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0904, 2009
CITYWIDE SIDEWALK REPAIR PROJECT
Chairman Wagner asked how staff determined where additional ADA ramps need to be
constructed. Street Systems Engineer Wickstrom answered that the scope of Project No.
CP0904 included construction of the ADA ramps for last year's Save Our Streets (SOS)
Program streets.
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Chairman Wagner asked if an outside agency has ever contacted the City regarding not having
enough ramps. Street Systems Engineer Wickstrom answered that he has never been
contacted. Assistant Director/City Engineer Selle stated that the number of ramps are
determined by the project and requirements that are part of the City's programs and as
regulated under the Americans with Disabilities Act (ADA).
Member Haugen commented on the importance of the ramps for older people with walkers as
well as those in wheelchairs.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council approve Final Pay Estimate No. 7 to Contract No. 09-08 and accept
construction of Project No. CP0904, 2009 Citywide Sidewalk Repair Project.
Motion carried 3-0.
III. ISSUES
A. ORDINANCE NO. 6331 AMENDING SECTION 13.21.186 OF THE AUBURN CITY CODE
RELATING TO SEWER METERS
Chairman Wagner asked if there had been language included in the previous version of the
ordinance that allowed the City to shut off water as well as not accept sewage for non-payment.
Sewer Utility Engineer Elwell answered that turning of water service in not part of Ordinance
No. 6331.
Vice-Chair Peloza asked that City Attorney Heid be asked to review the language in Section 1,
first paragraph, to see if it can be made clearer.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council introduce and adopt Ordinance No. 6331.
Motion carried 3-0.
IV. DISCUSSION AND INFORMATION
A. ORDINANCE NO. 6333 AUTHORIZING THE LEVY OF REGULAR PROPERTY TAXES BY
THE CITY OF AUBURN FOR COLLECTION IN 2011
Finance Director Coleman reported that at the first Public Hearing in September, staff
recommended 101 % of the prior year's levy and the 1 % increase is $142,395.00, bringing the
total levy to $14,381,889.00. Coleman stated the amount in new construction is approximately
$55 Million this year which is levied at the prior year's levy rate.
Chairman Wagner asked if Section 2 of Ordinance No. 6333 had been included in the previous
ordinances. Coleman answered that the section has been part of the ordinance language
since the City created the Valley Regional Fire Authority.
Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner
regarding why street drainage systems have been included in the Save Our Streets Program
funding. Chairman Wagner stated that storm drainage should be separated and paid by the
storm utility. Member Haugen agreed. Vice-Chair Peloza stated he agreed with including the
drainage with either the SOS Program or the storm utility.
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Finance Director Coleman responded to a comment made by Vice-Chair Peloza regarding the
number of Public Hearings referenced in the third paragraph of the ordinance. Coleman
explained that for the budget two. Public Hearings are required however, for the property tax
levy, only, one Public Hearing is required.
Mayor Lewis provided clarification for Vice-Chair Peloza regarding the phrase, "a portion of this
levy..." as stated in Section 2 of the ordinance.
Chairman Wagner pointed out that the increase would amount to $0.02 per household, per day.
B. PUMP STATION BACKUP POWER
Prior to Discussion and Information topic A:
Utilities Engineer Repp distributed a map showing the critical facilities;with backup power, as it
was previously requested by the Committee. Repp pointed out the critical utility facilities that
have onsite power generation capability. Repp explained that facilities with out onsite backup
power are powered using portable generators during power outages or other emergencies.
The City has five-mobile generators that can be transported to various sites.
Utilities Engineer Repp discussed how the Maintenance and Operations staff handles the
logistics of sites that have onsite backup power and those that do not. Repp stated that due to
how the power grid is configured, it would be a very rare occurrence for multiple sites to be in
need of -backup power generators. Repp reported that, included in the Comprehensive Plans,
there are several capital projects that address the power deficiencies at some of the sites.
Repp stated that there is :a project that will provide permanent backup power to the sanitary
sewer pump stations that are currently without over the course of the next three years.
Mayor Lewis responded to questions asked by Chairman Wagner regarding the configuration of
the PSE power grid.
Utilities Engineer Repp responded to questions asked by Chairman Wagner regarding the close
proximity, of two of the sanitary sewer pump stations.
The Committee and staff reviewed the map.
Utilities Engineer Repp responded to questions asked by Chairman Wagner regarding the
Lakehaven water service area. Chairman Wagner asked if Lakehaven has back up power for
their facilities. Assistant Director/City Engineer Selle stated that staff does have access to
Lakehaven's Comprehensive Plan but are not familiar with the details of their Emergency
Response. Practices.
Chairman Wagner requested the service area boundaries be included on the map. Member
Haugen asked that the King/Pierce County line also be included. Chairman Wagner suggested
that the age and state of repair of the back up generators be included on the Facility
Preventative Maintenance Matrix.. The Committee agreed. Assistant Director/City- Engineer
Selle pointed out that the generators are,not run all the time, so just because they may be older
does not necessarily mean they are.in need of,replacement or repair. Vice-Chair Peloza asked
how often the current generators are cycled. Repp answered generators are cycled and load
tested once a month.
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Public Works Committee Minutes November 1, 2010
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C. CAPITAL PROJECT STATUS REPORT* (Gaub - 5 mins.)
Item 11 - CP0701 -8th & R Street Traffic Signal: Chairman Wagner asked if there was going to
be another neighborhood meeting regarding the project. Mayor Lewis answered that there will
be no additional meetings because there have already been three meetings held. Chairman
Wagner commented that maybe now that the property owners can see how the signal is going
to'affect entering and exiting their properties, they will be more open-minded to devising a,
solution that will eliminate the right-turn only restriction to their properties. Mayor Lewis
responded that.the cooperation of the property owners has been requested several times and
no solution had been achieved and now the project construction is beginning. Mayor Lewis and
Chairman Wagner continued discussing. whether or not there may be a benefit to holding one
more meeting.
Mayor Lewis asked if combining the entrances to the properties can still be an option. Assistant
City Engineer Gaub answered that currently it would require modification of the project. The
final project was designed as a three leg intersection and so there is not a fourth leg to provide
for a signalized access from the properties to the north, allowing for left turns. The access to
the property also does not lineup with R Street to the south and so the configuration of the
intersection would need to be redesigned pushing the east leg closer to the river and this would
cause two.additional properties to be restricted,to.right-in/right-out. These properties include
the multi-family properties adjacent to the River and on both the North and South side of 8th
Street NE. The current design being constructed does not restrict these driveways. Director
Dowdy explained that one solution to the access issue was for the property owners to agree to
a common access to the signal, sharing an entrance from the street. The only logical way for
the properties to share an access would be if a fence separating the properties near the river
was removed. Director Dowdy stated that neither property owner would agree to that option
when staff met with them. Also the property owner immediately to the north was not willing to
provide enough right of way or public access.easement to allow for control of the north signal
leg, so this option to provide a signalized access was eliminated early-in the design process.
Mayor Lewis spoke about the past meetings that were held regarding the design of the
intersection.
The Committee-and staff discussed design options. Chairman Wagner stated his concern that
two properties will have restricted access and he questioned the overall viability of the project.
Mayor Lewis stated that staff has worked hard to design the.best possible project given the
limitations and challenges of placing a traffic signal at this location.
In response to a question from Vice-Chair Peloza regarding left turns at the intersection
Assistant Director/City Engineer-Selle stated that the main purposes of the pro ect is to provide
safer north bound left-turning movements and a safer pedestrian crossing of 8 h Street.
Member Haugen asked if the property owner would have been paid for`moving the driveway.
Director Dowdy answered that the cost would have been incorporated into the cost of the
project's construction; however, the property owner had not been willing to dedicate the Right-
of-Way to the City that would have allowed the driveway to be moved and install the fourth leg
of the signal.
Citizen Osborne spoke about the re-channelization of 8th Street NE and the difficulty drivers
would have turning if the signal is not constructed and problems that occur when traffic comes
from the Green River Community College Campus. Mayor Lewis stated that the traffic is
moving much. better during the commute peak now than it was prior to re-channelization. Vice-
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Chair Peloza stated his concern about west-bound buses stopping along 8th Street and backing
up traffic for short periods of time.
Assistant Director/City Engineer Selle discussed the possibility of solving the access problem in
the corridor, by adding a U-turn capability at the signalized intersection of 104th. Avenue, Mayor
Lewis asked that staff review design options. and bring them back to the Committee for further
review.
The Committee and staff continued to discuss the current project design and design
alternatives. Assistant'Director/City Engineer Selle stated that staff will come back to the
Committee with the design alternatives for continued discussion.
Item B - CP0715 - Marv Olson Farm Parkinq Lot: Vice-Chair Peloza stated that the gates to
the parking lot do not appear to be secure. Assistant City Engineer Gaub responded that the
gates that are there are temporary, the permanent gates have yet to be installed. Vice-Chair
Peloza asked that staff check the temporary gates and make sure they are secure.
Item 13 - CP1010 -2010 Storm Drainage_ Repair and Replacement: Chairman Wagner asked
about the work scheduled. Assistant City Engineer Gaub stated that the contractor is
developing their dewatering plan and is expected to be underway soon.
Item 21 - C201A'- M Street Grade Separation: Assistant City Engineer Gaub answered
questions. asked by Chairman Wagner regarding potholing. Assistant City Engineer Gaub
asked if the Committee would like a photograph of the chain link fencing on A Street SE to see
if they would like to install a chain link fence on M Street or an enhanced fence per the
discussion on October 18th. The Committee said they would review a photograph of the fence.
Item 22 - CP1005 - South Division St Promenade Project: Chairman Wagner asked if the
Open House for the project went well. -Assistant City Engineer Gaub answered that it did and
there were a lot of good comments on the project. The only questions asked were regarding
when development Downtown would begin.
Item 26 - CP0765 -Lakeland Hills Reservoir: Chairman Wagner asked about the
neighborhood meeting for this project. Assistant City. Engineer Gaub clarified that this is the
improvements to the existing Reservoir which is waiting on other water system improvements to
be completed before the Reservoir can be taken off line. The neighborhood meeting for Item
24, Lakeland Hills Reservoir 6 is scheduled for November 3rd
ADDITIONAL DISCUSSION
Prior to discussion of the Capital Status Report, the Committee discussed Utility Bonding with
Director Dowdy and Finance Director Coleman.
Director Dowdy distributed a copy the original Utility Project Bonding Plan. Director Dowdy
reported that it was discovered that Finance. Director Coleman would be unable to certify that
the 1.25 bond coverage can be met if the planned amount of bonds were sold immediately.
The utility rate structures were based on- bonding smaller increments over a three year period
between 2009 and 2011 Therefore, staff will be reviewing the proposed list with Finance and
will likely need to reduce the overall bond amounts which will modify the projects included in the
bonding plan.
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Finance Director Coleman discussed the revenue modeling that needs to be amended by the
consultant. Coleman also discussed the bonding schedule and the desire to take advantage of
the favorable interest rates that are available this year.
Given the amount of proposed bond issue, Chairman Wagner stated the desire for the
Committee to spend more time reviewing the bond proposal and requested a special meeting of
the Public Works Committee be scheduled to further discuss utility bonding.
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjourned at 4:44 p.m.
Approved this day of , 2010.
Rich Wagner Jennifer Rigsby
Chairman Public Works Department Secretary
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