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HomeMy WebLinkAboutITEM III-C al s CITY OF AUBURN CITY OF PUBLIC WORKS COMMITTEE a SPECIAL MEETING • November 8, 2010 WASHINGTON DRAFT MINUTES 1. CALL TO ORDER Chairman Rich Wagner called the meeting,to order at 1:30 p.m. in Conference Room #2, located 1 on the second floor of Auburn City Hall; One East Main Street, Auburn, Washington. Committee members present were: Chairman'Rich Wagner, Vice=Chair Bill Peloza, and Member Virginia Haugen. Also present during the meeting were, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Utilities Engineer Dan Repp, Traffic Engineer Pablo Para, Traffic Operations. Engineer Scott :Nutter, Finance Director Shelley Coleman, Senior Accountant Michelle Surdez, Citizen Wayne Osborne, and Administrative Support Clerk Tina Kriss. II. DISCUSSION AND INFORMATION A. UTILITY PROJECT BONDING PLAN Director Dowdy reported that the City's contract with Water District No. 111 will be renewed however the contract with Covington Water District will not be renewed and they will not be purchasing water from the City of Auburn in 2011. This reduces the revenue stream by approximately $350,000.00 and Finance Director Coleman will not be able to report the amount to certify coverage on the utility bonds however Director Dowdy stated that Water District No. E 111 will be purchasing more water. Finance Director Coleman said that staff had been discussing the ability to use the subsidy from the Build America Bond as part of the gross revenue but Coleman said the City probably will not need to do that now. Coleman providedaddition explanation of the Build America Bond subsidy for the Committee. Coleman,stated, in order to encourage municipal governments to issue taxable debt, the Treasury Department offered a 35% subsidy rebate on the interest portion ' municipality's debt service. For example, if the City's interest on debt service was $100,000.00, the Treasury Department would rebate $35,000.00,which lowers the City's effective interest rate. Coleman stated that the total interest cost for the utility bond debt issue is an estimated 3.2%. Chairman Wagner asked if the subsidy is paid out in a lump sum. Finance Director Coleman answered that the subsidy is paid out 30 - 45 days prior to the debt service payment r r in lump sum. The Committee and staff reviewed the Utility Project Bonding Plan. Utilities Engineer Repp stated that the initial plan included $28M worth of bonds sales. The number of projects included has been reduced and now the total is $20M. Utilities Engineer Repp discussed some of the largest areas of change between the previous and current plans. The water supply changes were reduced from $7M to $3M, which staff feels E is a reasonable number that supports the City's immediate water needs: The $3M will be used ' to purchase ,1.5 MGD of year-round water through the intertie and this block of water includes the ability to take peaking flow during the summer months. The cost would be approximately h; $2.5M and the remaining $500,000.00 would.allow the City to purchase an additional block of peaking water if needed. The Committee and staff discussed the water payment schedule to ' the City of Tacoma for the water. k . . Page 1 t i _ Public Works Committee Minutes November 8, 2010 DRAFT MINUTES Utilities Engineer Repp said that staff also recommends removing the construction of the Academy Booster Pump Station', funding, only the design of the station with bond proceeds This reduces the bond.funding $2.5M to $500,000.00. Chairman Wagner asked if there are any developments that would be concerned with delaying the project. Repp answered that there are none. 1 In the Storm Utility, staff removed a few projects including the S 296th Street Pond, 2nd and G { Street Bypass, and removed the Peasley Canyon soft costs. The West Valley Highway amount • i was reduced from $1.2M to $800,000.00 based on revised construction estimates. The Committee requested staff keep the project from being delayed. In the Sewer Utility, the bond amount for repair and replacement projects was reduced by a approximately $100,000 and soft costs for Dogwood Pump Station were removed. The projects removed, from the Utility Project Bonding Plan are not necessarily postponed they j are just not being obligated with the bond money. Within the utilities accounts there is still a level of funding. available. Staff is now, working with the Finance Department, reviewing the ` Capital Facilities Plans. Some of the projects will still be able to be completed. { Utilities Engineer Repp provided clarification on the scope of the 2nd and G Streets Bypass project, in response to a request by Chairman Wagner. The project basically corrects a drainage problem caused by low grades in the area. Chairman Wagner stated that the staff recommendations seem reasonable and asked if there will be an adjustment of capital in the projects. Mayor, Lewis stated that staff will` bring the review of the Capital Improvement Plans after the updates are made. Vice-Chair Peloza requested a project summary for the projects included in the plan. Finance Director Coleman stated that there may not be time to provide the summary requested. The Committee concurs that the plan should move forward. ADDITIONAL DISCUSSION ' The Committee and staff discussed'the 8th Street NE/R Street NE Signal Project and the previous suggestion that improvements be made at the intersection of 8th Street NE and 104tH Avenue to allow u-turns. Assistant Director/City Engineer Selle discussed the option of constructing an interim improvement to accommodate east-bound u-turns at the at,the intersection of 8th Street NE and 104tH Avenue that will fit in the future build-out footprint for the intersection. Traffic Engineer, Para discussed the conceptual interim plans for the intersection with the Committee showing the basic improvements that it would take to modify the intersection to allow for u-turns, including widening the street, right-of-way acquisition, moving the signal poles, etc: The Committee had some discussion with staff regarding the potential impacts to the property located at the NW corner of the intersection. k.° The Committee requested staff to add the potential 8th Street NE and 104tH Avenue u-turn project to the next Committee agenda and be prepared to address project costs, schedule, ` property acquisition impacts, and assess how the interim u-turn project would work the future ' planned improvements for the intersection. i I Page 2 ,F Public Works Committee Minutes November 8. 2010 DRAFT MINUTES Assistant Director/City Engineer Selle stated that at the next Public Works Committee Meeting, staff will provide the Committee with an estimate. III. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 2:10 p.m. Approved this day of , 2010. Rich Wagner Tina Kriss Chairman Administrative Support Clerk Page 3 CITY OF AUBURN CITY OFm * * PUBLIC WORKS COMMITTEE November 15, 2010 1K WASHINGTON DRAFT MINUTES 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, 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, Finance Director Shelley Coleman, Financial Planning Manager Karen Jester, Principal Planner Jeff Dixon, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Street Systems Engineer Seth Wickstrom, Project Engineer Leah Dunsdon, Water Utility Engineer Cynthia Lamothe, Traffic Engineer Pablo Para, Lee Michaelis from Mercer Island, Citizen Wayne Osborne, Citizen Lori Butler 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, November 1, 2010. Motion carried 3-0. B. AWARD CONTRACT 10-15 TO RODARTE CONSTRUCTION, INC. ON THEIR LOW BID OF $1,684,357.00 PLUS WA STATE SALES TAX OF $160,013.92 FOR A TOTAL CONTRACT PRICE OF $1,844,370.92 FOR PROJECT NO. CP0817 - 2009 SEWER AND STORM STATION REPLACEMENT - PHASE B, ELLINGSON SEWER STATION Project Engineer Sweeting explained that the City received thirteen bids on the project. The Engineer's Estimate was for $2.3M and the low bid was $1.8M. Chairman Wagner asked when the Engineer's Estimate was calculated. Sweeting answered that the estimate was updated just prior to the advertisement for bids. Assistant Director/City Engineer Selle stated that the project contingency funds remain in the Sewer Utility Fund if not used for the project, in response to a question asked by Vice-Chair Peloza. Member Haugen commented on staff's ability to estimate the cost of projects more accurately than in the past. It was moved by Vice-Chair Peloza, seconded by Member Haugen that the Committee recommend Council award Contract 10-15 to Rodarte Construction Inc. for Project No. CP0817, 2009 Sewer and Storm Station Replacement - Phase B, Ellingson Sewer Station. Motion carried 3-0. Page 1 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES C. AWARD CONTRACT 10-23 TO THE LOWEST RESPONSIBLE BIDDER FOR PROJECT NO. CP0909 - LAKELAND HILLS BOOSTER PUMP STATION IMPROVEMENT The Committee reviewed the Agenda Modification, which provided the details for the lowest responsible bidder: PERMISSION TO AWARD CONTRACT 10-23, PROJECT NUMBER CP0909, LAKELAND HILLS BOOSTER PUMP STATION IMPROVEMENTS PROJECT, TO BUNO CONSTRUCTION LLC ON THEIR LOW BID OF $1,811,472.50 PLUS WA STATE SALES TAX OF $172,089.89 FOR A TOTAL CONTRACT PRICE OF $1,983,562.39. Project Engineer Vondrak stated that the bid opening was held November 9, 2010 and thirteen bids were received. The lowest bid was approximately $200,000.00 less than the Engineer's Estimate. Chairman Wagner asked if the City has worked with Buno Construction in the past. Assistant City Engineer Gaub answered that Buno Construction has not worked with the City before but some staff had work with them at their previous places of employment plus a satisfactory reference check was conducted on the contractor. \ Chairman Wagner asked if any sewer projects had been removed from the project list during the November 8, 2010 Special Meeting regarding Utility Bonding. Utilities Engineer Repp answered that there was one project removed. Chairman Wagner suggested the Committee revisit the project list to see if there were any projects that were postponed that could be brought back. Utilities Engineer Repp stated he has been working on the Capital Improvement Programs (CIPs) with the Finance Department and with the good bids that have been received; the priority utility projects are remaining on the list. The revised CIPs will be presented to the Committee for review. Project Engineer Vondrak answered questions asked by Member Haugen regarding the budget status sheet and the 2011 budgeted project funds. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council award Contract No. 10-23 to Bruno Construction LLC for Project No. CP0909, Lakeland Hills Booster Pump Station Improvements Project. Motion carried 3-0. D. APPROVE FINAL PAY ESTIMATE NO. 1 TO CONTRACT NO. 10-25 IN THE AMOUNT OF $61,266.45, FOR A TOTAL CONTRACT PRICE OF $64,491.00, WITH DOLITTLE CONSTRUCTION, INC. AND ACCEPT CONSTRUCTION OF PROJECT NO. CP1017, 2010 ARTERIAL & COLLECTOR CRACK SEAL PROJECT Street Systems Engineer Wickstrom was present. There were no questions from the Committee. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 1 to Contract No. 10-25 with Doolittle Construction Inc and accept construction of Project No. CP1017, 2010 Arterial & Collector Crack Seal Project. Motion carried 3-0. Page 2 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES III. ISSUES There were no issues. IV. DISCUSSION AND INFORMATION A. 2010 COMPREHENSIVE PLAN AMENDMENTS Principal Planner Dixon reviewed the City's annual update to the Comprehensive Plan with the Committee. The amendments to the plan were reviewed by the Planning and Community Development Committee at their October 25 and November 9, 2010 meetings. The plan is scheduled for recommendation at the November 22, 2010 Planning and Community Development Committee Meeting and for Council consideration and adoption at the December 6, 2010 City Council Meeting. Dixon called attention to the printed schedule included with the working.binders distributed which outlines_the review process of the plan by the Planning Commission as well as the schedule for its adoption by City Council. Principal Planner Dixon discussed the summary matrix which outlines each of the proposed amendments to the Comprehensive Plan. At the September 8, 2010 Planning Commission Meeting a map amendment was considered. The amendment was to amend the set of maps in the Comprehensive Plan to include an area that was annexed in 2009 by Ordinance No. 6261. The area that was annexed is along the - Green River for the future Mary Olson Farm parking lot and approximately 6 acres in size. That is the only map amendment being considered this year. Dixon reported that also at the September 8th meeting the first five policy and text amendments k' were considered by the Commission. Amendments one through four are the adoption of each ;i of the school districts' Capital Facilities Plans. The City is required to adopt the districts' facilities plans to give the City the authority for the School Impact Fees, which the City collects i. on the districts' behalf. School Impact Fees are adjusted yearly, but by a separate ordinance. i, - Amendment item five is some housekeeping-type changes to Chapter 9, The Environment, of the Comprehensive Plan. The changes update document references within the text of the j, chapter and recognize the addition of the Green House Gas Inventory to Appendix B of the Comprehensive Plan. j: The Planning Commission held a second hearing on October 5, 2010 and considered three more policy and text amendments. Item:6 is the City's Capital Facilities Plan which is incorporated as required by the Growth Management Act. Amendment 7 is the addition of a new policy in response to changes in State law.. More specifically, the State Legislature passed l; House Bill No. 1481 in 2009 to encourage the transition to electrical vehicle use. The bill generally provides that Towns, Cities, and Counties through out Washington State are required C I to amend their development regulations to allow electrical vehicle infrastructure as a permanent ( use in all zones except those zoned as residential or critical areas. It also provides that local governments such as Auburn must comply with the statute by July 1, 2011. There was also an amendment proposed by Mosby Brothers Farm Inc. to amend policies to allow some appropriate-scale agricultural commercial development in the Residential Conservancy zoning designation. Principal Planner. Dixon spoke about the discussion at the last Planning and Community Development Meeting regarding the proposed amendments and f~ the how an appropriate balance could be'struck between amended policy language to allow I` f Page 3 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES Mosby Brothers Farm's proposal as well as what would be forthcoming in future regulations to make sure the-proposal is appropriate and compatible with the stated purpose of the Residential Conservancy designation. j The Committee and staff discussed the potential development of the Mosby Brothers Farm property located north of SR 18, west of the SR18/Auburn-Black Diamond Road interchange. Mosby Brother Farms would like to develop-an "agri-tourism" type business at that location. The Committee discussed the importance of not allowing over development in the area and the need to protect the surrounding farming and residential land uses. Principal Planner Dixon explained that policy changes proposed now, can set a direction for allowing some appropriate scale commercial activities associated with agricultural uses. The specific development standards would be defined through subsequent land use regulations in the zoning code: Dixon discussed that a conditional or administrative use process would likley be required to control development in the area. Mayor Lewis stated that the administration is very supportive of "agri-tourism" type development in a effort to protect farming and that King County has also been very active in protecting farm land especially within the Green Valley , in response to questionsasked.by Member Haugen. Vice=Chair Pelota spoke about the support provided by the Mosby Brothers Farm for the City of Auburn International Farmers' Market. Principal Planner Dixon'answered questions asked by Vice-Chair Peloza regarding the I Floodplain and Flood Hazard areas :map within the Comprehensive Plan. The map is based on the 1995 FEMA map because that is the map that is still in effect. B. ORDINANCE 6335: UTILITY REVENUE BONDS Finance Director Coleman reported that staff is working on the bond ordinance, which will be presented to Council for consideration and adoption on November 29, 2010 at the Committee of the Whole Meeting. Coleman answered questions asked by Chairman Wagner regarding variable interest rates. E j. Chairman Wagner asked if the bonds are all 20-year bonds. Finance Director Coleman confirmed that all of the bonds are 20-year bonds. I Finance Director Coleman explained the.Rate Stabilization Fund, which are funds that can be f, used to assist in covering debt service payments, following questions asked by Chairman Wagner and Member Haugen. All three enterprise funds-can contribute to the Rate Stabilization Fund and those funds can be used to cover debt service, only if. the City needed to use them. Coleman pointed out that the funds are only used in calculating coverage for debt service. Chairman Wagner suggested a separate meeting to further discuss Rate Stabilization Funds. Member Haugen agreed. j Vice-Chair Peloza asked if the City was going out for bond in the amount of $20M. Finance Director Coleman stated that the amount will be $22M. Director Coleman answered questions regarding the time restraints for the bonds following i questions asked by Chairman Wagner. Coleman stated that any construction costs in the past sixty days can also be included. Director Dowdy stated projects have already been identified. ' Page 4 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES Chairman Wagner asked about the interest rate. Finance Director Coleman stated that the interest in currently 3.2%. C. ORDINANCE 6338: BUDGET AMENDMENT NO. 8 Finance Director Coleman reviewed the 2010 Budget Amendment "Schedule A" for Budget Amendment No. 8 with the Committee. I Coleman responded to questions asked by Vice-Chair Peloza regarding the amount of debt remaining for the Valley Communications Refinancing, which is approximately $1 M. Finance Director Coleman answered questions asked by Chairman Wagner regarding the Proceeds for Sale of Fixed Assets. Vice-Chair Peloza asked what the City's total reserves in the Fund 122 - Cumulative Reserve Revenues are. Coleman answered that with the transfer into the fund included in the amendment, it will be almost $5.6M. Vice-Chair Peloza asked if that reserve was less than it was last year. Coleman responded that it is less because the City purchased some property this year. D. PROJECT NO. CP1006, LAKELAND HILLS RESERVOIR 6 PROJECT Project Engineer Dunsdon, introduced Lori Butler, the owner of the property just north of the reservoir location on Francis Court in.the Lakeland Hills area and the host of the neighborhood meeting regarding the project, to the Committee. The Committee and Project Engineer Dunsdon reviewed the landscaping design for the project, which was revised based on input from' the. neighborhood meeting. Dunsdon stated that the fence around:the facility will be an 8'foot high black chain link fence with 3-strand barbed wire on the top, above the.8 foot fence. Member Haugen asked if the barbed wire on top of the fence will be positioned toward the property or away from the property. Project Engineer E< Dunsdon answered that the barbed wire will be positioned outward, away from the property and I the facility. Project Engineer Dunsdon said that evergreen trees will be along the sides and the front of the reservoir property and they will be approximately 7 feet tall when.planted. There will be some Azalea bushes along the front of the-reservoir property as well. There, will also be cedar trees planted, 5 total, along the frontage of the property which, staff anticipates will grow tall enough r to obstruct the view of the reservoir. In;addition, there will be some Cherry Spire trees and Purple Beech trees included in the.landscape design. Chairman Wagner asked how.tall the Purple Beech trees grow. Dunsdon answered the trees will grow approximately 40 feet tall and will be approximately 1 O'feet wide. is E Project Engineer Dunsdon answered questions asked by Member Haugen regarding the ground covering. Chairman Wagner asked how the landscaping will be maintained. Dunsdon answered that basically all of the landscaping will be outside of the fenced area, making it accessible to maintenance crews. The Committee reviewed;the contours of the project site with Project Engineer Dunsdon as they discussed the maintenance. crews' ability to keep up the landscaping. Dunsdon stated that when designing the landscape, staff tried to choose only drought tolerant; native plants to reduce the maintenance needed. Member Haugen asked Page 5 i Public Works Committee Minutes November 15, 2010 DRAFT MINUTES about the level of the plants drought resistance. Dunsdon answered that an irrigation system is being installed to protect the plants for the first two to three years after planting and once the plants are established, watering would decrease. i a Vice-Chair Peloza asked about the cost difference between a basic landscaping versus the specialized landscaping. Project Engineer Dunsdon stated that the consultant's estimate for landscaping is $20,000,00. Dunsdon stated that staff is already working with the Planning Department as to what type of landscaping would be sufficient as part of the Administrative Use Permit required for the project. The Committee and staff discussed the budget and the Engineer's Estimate for landscaping. . The Committee reviewed where the private properties in the neighborhood where located in relationship to the project site. The Committee and staff discussed the potential for the landscaping shading nearby properties with resident Lori Butler. Project Engineer Dunsdon reviewed the shadow drawings, provided by the consultant, with the Committee. The Committee and staff reviewed the mural options for the reservoir. Chairman Wagner stated that his-preference is mural Option 3. Vice-Chair Peloza voiced his concern regarding the additional cost-of the mural option: Member Haugen asked if the reservoir could be painted with a color variance without including the painted trees. Project Engineer Dunsdon responded that painting the reservoir three different colors without the trees would be unusual. Resident Butler pointed out the proximity of the houses to the reservoir and stated the mural with the trees is much preferred by. residents. Mayor Lewis spoke about past decisions not to paint murals on the reservoirs and that it may be appropriate now, with a project the:scale of the Lakeland-Hills Reservoir, to choose to include the mural. Mayor Lewis stated that he supports including a mural in the project scope. Chairman Wagner said that the estimated cost of the murals had decreased over the years and seems more reasonable now. C Chairman Wagner stated that he is in support of a mural, with a cost not to exceed $30,000.00 due to the proximity of the, reservoir to the roadway. The Committee discussed painting the mural on only 2/3 - % of the surface of the reservoir and not all the way around it. Member Haugen stated that she also supports the mural, with a cost not to exceed $30,000.00. Project Engineer Dunsdon explained that the mural will be included on an "additive schedule," meaning the item can be included or, not included, following the bid process. Mayor Lewis suggested that if the mural portion of the project could not be capped then staff will look at the option of following the public art process"separate ly from the project with a not to exceed cost of $30,000.00. Project Engineer Dunsdon provided additional explanation of how the mural would be included j ; in the bids for the project as an additive item. Assistant. Director/City Engineer Selle stated that staff will chose'the best bid strategy to' be able to include the mural and remain within the project's budget. The Committee supported the inclusion of the mural. i f Page 6 Public Works Committee Minutes Novernber 15, 2010 DRAFTIMINUTES E. 2011 SAVE OUR STREETS PROGRAM STREETS The Committee and staff discussed a resident's complaint about the condition of D Street and J Street. Assistant. Director/City Engineer Selle explained that staff is continuing the practice of preserving streets in:fair and poor condition to prevent them from deteriorating into the very poor, rebuild, category. Chairman Wagner asked if chip seal treatments have been done on the more narrow downtown streets before. Assistant Director/City Engineer Selle answered that primarily rural residential j streets have been chip sealed. Selle said that chip sealing in urbanized areas is more challenging and more precautions need #o taken. Selle said that there is also a potential for increased complaints regarding the smoothness of the road surface. Mayor Lewis spoke about the City's desire to rebuild streets in very poor condition and the Committee's request to not over burden the underground utilities which would drive up utility costs. After reviewing the 2011 map of proposed streets for the Save Our Streets (SOS) Program, Vice-Chair Peloza asked why the rebuild on E Street NE could not be replaced with a street in the downtown area that needs to be rebuilt. Director Dowdy answered that the rebuild streets currently being.proposed need no major utility work prior to the street work being done. Assistant' Director/City Engineer Selle said that.staff,could look at alternative streets to rebuild in the downtown but it could mean additional costs to utilities. Vice=Chair Peloza requested that staff review G, H, and I Streets SE and see if some work on those streets could be included in the 2011 SOS Program. Assistant Director/City Engineer-Selle said that staff will review the project list and see if more of the downtown area can be incorporated. k- Chairman Wagner asked what other streets will need to be removed from the list in order to include the re-build of a downtown street. Assistant Director/City Engineer Selle responded that staff will first need to find a suitable. rebuild project in the downtown, assess the associated utility impacts, and estimate the project cost before staff can reevaluate the list and determine which street(s) would need to be removed from the list. The Committee discussed how citizens may posifively respond to the selection of the streets included in the SOS Program especially if some areas in downtown could be part of the 2011 - Program. Chairman Wagner discussed how little work could be done in the downtown area for the same cost as E Street NE. Mayor Lewis asked that staff look at the downtown neighborhood streets and find one block or: street that could be included in next year's program that will have minimal i impact on the utilities and what projects currently on the list would need to be postponed in order to include it. I Vice-Chair Peloza asked Street Systems Engineer Wickstrom to examine the rebuild street near Green River Community College to verify the street is in very poor condition. Street Systems Engineer Wickstrom answered questions asked by Member"Haugen regarding C the streets in the N Street NE/Pike Street NE neighborhood. I` Page 7 i ; Public Works Committee Minutes November 15, 2010 DRAFT MINUTES F. 2011 ARTERIAL/COLLECTOR PAVEMENT PRESERVATION PROGRAM STREETS Chairman Wagner asked how many miles are included in the program for 2011. Street Systems Engineer Wickstrom answered 6 miles. The Committee concurred with the current list of streets planned for 2011. G. 8T" STREET NE AND 104TH AVENUE INTERSECTION Assistant Director/City Engineer Selle explained that staff examined options for 8th Street NE to allow for left u-turn movements for eastbound traffic at the intersection of 104th. Selle stated that the street would need to be widened at the northwest corner of 8th Street NE and 104th Avenue which would include a partial take of the property at the corner to acquire the Right-of- Way needed. Some signal modification would be needed to allow for the turn movement as well as relocating the location of the crosswalk. Chairman Wagner asked about the cost for making the change. Selle answered the approximate cost would be $340,000.00 for the partial take, roadway work and signal modification to make the proposed design work. Member Haugen asked what the cost would be if there was a total take of the property on the NW corner. Selle answered that it would be about $630,000.00 to include the total take. Assistant Director/City Engineer Selle said that one of the things that make the Right-of-Way so expensive are the guidelines required to allow for Federal Grant Funding for future projects at this intersection. Selle stated that any Right-of-Way purchased would need to be done so under the Federal property acquisition and relocation requirements even if the Right-of-Way is purchased in advance of the project with City funds. Chairman Wagner asked about the Federal requirements. Assistant City Engineer Gaub responded, explaining that just as with the A/B Street and M Street Projects, the City would need to perform an appraisal and review appraisal, make an offer on the property and negotiate the price. Gaub stated that if the City does a total take of the property, the City would also have to follow the requirements for relocation of the occupants. If the City does not follow the Federal requirements, future projects will not be eligible for Federal Funds, even if the property was acquired in advance with non-federal funds. Member Haugen asked if the property owner could use the monies paid for the property for relocation. Gaub answered that the federal relocation program requires payment for relocation in addition to the price of the property. The estimated costs for relocation were included in the total take estimate of $630,000.00. Chairman Wagner asked what the cost of the relocation would be. Assistant City Engineer Gaub answered, with the consultant work needed, the cost was approximately $30,000.00 - $40,000.00 but is dependant on the occupant's specific situation. Assistant Director/City Engineer Selle showed the two drawings, one showing the footprint of constructing the future signal with street widening for additional capacity and build out. The other drawing showed the footprint if a roundabout were constructed to meet the capacity needed in the future instead. Selle stated that staff is not proposing to build the roundabout, but rather wanted to demonstrate the footprint to the Committee, so it could be decided what to do with the piece of property at the northwest corner of 8th Street NE and 104th Avenue. Member Haugen asked if a roundabout were built, would it have adequate lighting and signage. Page 8 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES Selle answered that there are currently good industry standards and guidelines available for building roundabouts. Assistant Director/City Engineer Selle answered questions asked by Member Haugen regarding the potential for wetland mitigation and/or stormwater drainage problems related to the property. Vice-Chair Peloza discussed the phasing of the project, with phase one being the interim u-turn improvements at the intersection and phase two being the construction of a new signal or roundabout. Chairman Wagner asked if the City could dictate a "not to exceed amount" for the relocation of $30,000.00. Assistant City Engineer Gaub answered that there is not a way to cap the relocation amount under the Federal requirements as there are set guidelines. Chairman Wagner asked if staff could get a better estimate and Gaub answered that an estimate could not be obtained without interviewing the residents by a qualified consultant. Assistant City Engineer Gaub reviewed the relocation process with the Committee. Assistant Director/City Engineer Selle presented the Committee with the staff recommendation. Selle reminded the Committee that any improvements made to the intersection now would be paid for with 100% City funds. Future improvements to the intersection, because of the larger scale of the project, would most likely be grant funded. Selle stated that staff recommends that, since the City does not currently have funds available to pay 100% of a larger scale project at the intersection including the cost to complete a total take of the NW property, that the City complete this work at a later date under a grant where the City's match requirement would be 10% - 25%. This would allow the City to leverage grant funds to pay for the costs of the total take at a later date. Assistant Director/City Engineer Selle answered that staff is always looking for grant opportunities for priority transportation project, in response to questions asked by Member Haugen. Vice-Chair Peloza asked what the scope of work would currently be for the intersection. Assistant Director/City Engineer Selle answered that $340,000.00 would provide for a protected u-turn at the intersection, with the signal head and require the partial acquisition of the NW corner property. All of the interim work done at the intersection would be moving toward the future reconstruction of the intersection, i.e. the roundabout or wider intersection options. Vice- Chair Peloza asked about the interim project schedule. Selle said that it would probably take until the end of 2011 to get the interim work at the intersection completed assuming availability of adequate funding. Vice-Chair Peloza asked when the construction of the signal at 8th Street NE and R Street would be complete. Traffic Engineer Para answered approximately February of 2011. Assistant Director/City Engineer Selle said that there would not be a convenient formalized u-turn for an additional 8 - 12 months. The Committee and staff discussed how to proceed with the interim u-turn improvements at the 8th Street NE and 104th Street SE intersection. Director Dowdy stated that approval of the minutes from the meeting would provide guidance from the Committee to staff to allow staff to proceed with identifying funding and initiation of the $340,000.00 project including property acquisition of a partial take. Page 9 Public Works Committee Minutes November 15, 2010 DRAFT MINUTES H. CAPITAL PROJECT STATUS REPORT Member Haugen was excused from the remainder of the meeting. Item No 13 - CP1010 - 2010 Storm Drainage Repair and Replacement: Vice-Chair Peloza asked if the work on the storm ponds at the airport is complete. Assistant City Engineer Gaub answered that work has started but is not yet finished. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:48 p.m. Approved this day of 12010. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 10