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HomeMy WebLinkAboutITEM III-C ~c CITY OF AUBURN CITY OFw-- - PUBLIC WORKS COMMITTEE December 6, 2010 RN i "BU 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, Planning Manager Elizabeth Chamberlain, Government Relations Manager Carolyn Robertson, Water Utility Engineer Cynthia Lamothe, Traffic Engineer Pablo Para, Street Systems Engineer Seth Wickstrom, Project Engineer Ryan Vondrak, Citizens James Harrison and Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES Vice-Chair Peloza asked that J Street be included in list of streets discussed in the fourth paragraph of Discussion and Information Item E. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, November 15, 2010, with the requested amendment. Motion carried 3-0. B. APPROVAL OF SPECIAL MEETING MINUTES Vice-Chair Peloza identified a scrivener's error in the last paragraph. It was moved by Vice-Chair Peloza, seconded by Member Haugen that the Committee approve the Public Works Committee Special Meeting minutes for date, November 8, 2010, with correction of the scrivener's error. Motion carried 3-0. C. APPROVE ANNUAL CONSULTANT AGREEMENTS FOR PROFESSIONAL SERVICES Assistant City Engineer Gaub stated that the consultant agreements for professional services are a combination of several different types of contracts and that most of them are being extended an additional year with the remaining 2010 contract amounts being carried over to 2011, in response to questions asked by Chairman Wagner. Gaub said that staff is proposing to amend four of the contract amounts, three for approximately $10,000.00 per year and one for $60,000.00 per year. The $60,000.00 is for the contract with Carollo Engineers for water modeling services. Member Haugen asked why the proposed amended amount for the Carollo Engineers' contract is $60,000.00. Assistant City Engineer Gaub answered that the amount is due to the type of Page 1 Public Works Committee Minutes December 6. 2010 DRAFT MINUTES work planned for 2011. Gaub pointed out that the City will be spending less on the contract in 2011 than was spent in 2010. Assistant City Engineer Gaub said that all of the consultants are located within the Puget Sound area, in response to questions asked by Member Haugen. Chairman Wagner asked if the City's former Water Utilities Engineer was still employed by Carollo Engineers. Gaub confirmed that she is. Chairman Wagner commented on the benefit of having a consultant who has helped develop the City's Water Comprehensive Plan. Assistant City Engineer Gaub answered questions asked by Vice-Chair Peloza regarding the On-Call Consulting Contracts spreadsheet, the 2010 expenditures, proposed 2011 amendment amounts, and the proposed 2011 total contract amounts. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve the annual consultant agreements for professional services. Motion carried 3-0. D. APPROVE CHANGE ORDER NO. 2 TO CONTRACT NO. 10-18 FOR PROJECT NO. CP1012, 2010 ARTERIAL AND COLLECTOR PAVEMENT PRESERVATION Street Systems Engineer Wickstrom explained that the change order includes adding striping for bicycle lanes on I Street NE and replacing some additional concrete panels at Pike Street NE and 8th Street NE as part of the wheelchair ramp installation at that intersection. The wheelchair ramps were part of the original project but require more roadway restoration then originally anticipated. Chairman Wagner asked if the gap on the map, on I Street NE, between 22nd Street NE and 26th Street NE, was already striped for bicycle lanes. Street Systems Engineer Wickstrom answered that portion of I Street NE is not currently striped for bicycle lanes and only portions of I Street NE that were included in the project were striped. Mayor Lewis stated that there is a separated area currently striped. Chairman Wagner spoke about comments that he has received questioning the work being done on 8th Street NE and Pike Street NE and asked for comments from staff. Assistant Director/City Engineer Selle stated that there was an existing pedestrian crossing on the west side, which crossed five lanes of traffic. Selle stated that the pedestrian crossing was moved to the east side so pedestrians would only have to cross four lanes of traffic. There are also better sightlines at the crossing's new location. Selle explained that because there is a demand for pedestrian crossing at 891h, n and Pike Streets, and pedestrians are going to cross whether it is striped for crossing or not, it would be safer to cross at the east side of the intersection. Chairman Wagner spoke about the Council's past consensus not to install a lot of non- signalized pedestrian crossings, but to only install them when there is a good reason to do so, as the reason provided by Assistant Director/City Engineer Selle in regards to the crossing at 8tn and Pike Streets, Member Haugen asked about the amount of the first change order for the project. Street Systems Engineer Wickstrom answered that Change Order No. 1 was for a reduction of $126,632.00 as shown on the attached budget status sheet. Assistant Director/City Engineer Selle added that Change Order No. 2 is for an increase of $23,253.00. Page 2 Public Works Committee Minutes December 6, 2010 4 DRAFT MINUTES Assistant Director/City Engineer Selle responded to questions asked by Vice-Chair Peloza regarding the-location of the crosswalk. Chairman Wagner asked if staff has considered including a pedestrian refuge in the crossing. 1 Assistant Director/City Engineer Selle stated that staff would review the possibility. Mayor Lewis encouraged staff to look at the option of including a center pedestrian island/refuge. Vice-Chair Peloza asked if the portion of the project that includes the crossing is being funded by the Redflex Camera fund or the 328 Capital Improvements Fund. Traffic Engineer Para answered that the. Redflex funds are part of the 328 Fund and fund the Traffic Claming portion of the project. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Change Order No. 2 to Contract No. 10-18 for Project No. CP1012, 2010 Arterial and Collector Pavement Preservation. Motion carried 3-0. i III. ISSUES A. RESOLUTION NO. 4660 AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AN INTERIM WATER SALES AGREEMENT BETWEEN-KING COUNTY WATER DISTRICT NO. 111 AND THE CITY OF AUBURN Director Dowdy distributed copies of the revised agreement and Resolution No. 2721 and the Interlocal Agreement.No. 2 between the Covington Water District, King County Water District No. 111 and the City'of Auburn. i Director Dowdy provided the Committee with background information regarding Resolution No. 2721: Dowdy explained that as the City began to work with the Covington Water District and King County Water District No. 111 (i.e. "the partners") on Interlocal Agreement No. 2 (IA2) all parties feltthere may be,an opportunity in the future to obtain a water right to equate to 7 million gallons per day (mgd), which.was memorialized in the agreement. Dowdy stated that-IA2 also included how the partners intended to not only cost share in the cost of the facilities, but also to share. the cost of the water right in the future. Director Dowdy explained that the partners entered the agreement knowing that this was a joint venture to pay for-some expensive infrastructure and at the time, even though there were AG limited firm water rights, the City had some-provisional water rights that could be used to ? provide water to the partners. Dowdy said that the City agreed that as long as the City had r water to provide to the partners, on an interruptible basis, the-City would do so. In IA2.the City agreed that-should the City, in cooperation.with:the partners, obtain 7 mgd of water rights in the future, the City would share in those water rights with the partners on a pro rata basis. Director Dowdy stated that since IA2 a.lot has occurred, such as the One Molecule Rule and . the Chinook Listing, which has made it more difficult for the City to ever obtain 7 mgd of water rights. Dowdy stated that the status of the situation today is, the City would have to find mitigation. flows of 7 mgd in order to get the water right. Director Dowdy continued, in the mean time Pipeline 5 was constructed by the City of Tacoma. Pipeline 5 will now serve King County Water District No. 111 and the Covington Water District. Page 3 x _ Public Works Committee Minutes December 6. 2010 I(~ DRAFT MINUTES The Covington Water District decided not to enter into the Interim Water Sales Agreement. King County Water District No. 111 decided to carry forward into the new agreement and is continue to.take water from the City on a take-or-pay interruptible basis. Director Dowdy highlighted the historic breakdown of how the partners would share in the water rights and the capacity rights, as well as the conditions of service, included in IA2. Dowdy also pointed out that IA2 will only expire with the mutual consent of the partners. Mayor Lewis stated that the water provided to the partners is interruptible service, with the City having -priority, -in response to comments made by MemberHaugen. Member Haugen stated that she,wanted reassurance that'the City can terminate the agreement, if necessary. Director Dowdy stated the'City does not have to serve the partners firm water, as per IA2, and the water supply is interruptible and that the service would remain so until the partners enter into a new agreement. it Director Dowdy answered questions asked by Chairman Wagner regarding the City's application to the Department of Ecology. and attempt to obtain the 7 mgd water rights. Chairman Wagner asked how the rates King County Water District No. 111 will pay the City compare to the rates the Covington Water District will be paying Pipeline 5. Mayor Lewis stated that staff did not receive the amount of the rates that the Covington Water District will be charged. Utilities Engineer. Repp responded'to questions asked by Chairman Wagner regarding,the Cascade Water Alliance (CWA) Agreement rates. Chairman Wagner requested additional water rate comparison information. Director Dowdy reported that the agreement is also part of the Utility Bond sale justification. Vice-Chair Peloza identified a scrivener's error in the agreement, page 4, item 5. h Vice-Chair Peloza asked how the "Excess Water," referenced on page 3 of Resolution No. 4660,: Exhibit X is- measured. ` Director Dowdy answered the excess amount is measured through the water meter:. Water Utilities; Engineer Lamothe provided clarification on the definition of "Excess Water,""and page 3, item 2, Charges for Water. It was moved by Vice-Chair Pelota, seconded by. Chairman Wagner, that the Committee recommend Council introduce and adopt Resolution No. 4660. ij Member Haugen indicated her opposition to the sale of water and her concerns about water supply.. Chairman Wagner pointed out how the agreement lowers the rates for City of Auburn water customers. E Mayor Lewis spoke in favor of IA2 and Resolution No. 4660. The Committee continued discussion regarding the strength of the agreement and the ability to interrupt service if necessary. Motion carried 2-0. Member Haugen declined to vote. ~I Page 4 i` Public Works Committee Minutes December 6, 2010 DRAFT MINUTES IV. DISCUSSION AND INFORMATION A. PROJECT NO. CP1005 - SOUTH DIVISION STREET PROMENADE PROJECT Project Engineer Vondrak presented the Committee with a map which demonstrated the increased stormwater facilities: Vondrak stated that the stormwater reservoir course was extended to 3rd Street SE/W and was.made deeper. In the original design, the reservoir course stopped at 2nd Street SE/W. Vice-Chair Peloza asked about the depth of the reservoir. Vondrak responded-that the reservoir course is. now 18 inches deep. Project Engineer Vondrak stated that the detention facilities along 1st Street SE and SW were expanded. They have been extended to the maximum of just over 700 lineal feet of pipe total. Project Engineer Vondrak said that the reservoir course will now provide about 15,000 cubic feet of storage and the detention facility will provide about 7,600 cubic feet of storage. When that amount of storage is coupled with-the Chamber Max system that is being installed as part of the City Hall Plaza Project, the total storage will be-approximately 34,000 cubic feet. Vondrak stated that the-stormwater storage requirements forthe four blocks surrounding the intersection of 1s t Street SEAN and S. Division Street have been calculated to be approximately 115,000 cubic feet assuming full impervious construction of the 4 blocks.- The Promenade and City.Hall Plaza Projects will be able to provide about 30% of that storage requirement. Chairman Wagner asked how the amount of stormwater storage provided by the Promenade and City Hall Plaza Project would compare to the size of a stormwater retention pond, such as those at Riverwalk Drive. Project Engineer Vondrak said he would research it and provide the Committee with information on ponds that would be comparable in capacity. Project Engineer Vondrak reviewed the, oversized storm pipes in 1 St Street SE/W that will be used as part of the project,, in response to questions asked by Chairman Wagner. Vice-Chair Peloza asked if the stormwater technology being used in the project is current or new. Assistant Director/City Engineer Selle answered that underground storage has been used for years, but primarily on private property. Mayor Lewis asked if other cities in the region are using the same technology in city streets., Selle said that King County has been using oversized pipes in streets for several years. Assistant Director/City Engineer Selle reviewed the hydraulics of the storage system in response to questions asked by Chairman Wagner regarding the incorporation of pumps in the design. Project Engineer Vondrak stated that all. of the current grades work fora-gravity system and staff has' not looked at-pump systems due to_ their increased costs and maintenance needs. Assistant-.Director/City Engineer Selle answered questions about water quality treatment asked by Chairman Wagner. Planning Manager Chamberlain discussed the Auburn Junction design guidelines which have some requirements for green building techniques for the 4 block area. Chairman Wagner requested information regarding the project be shared with the Washington State University Integrated Design Experience project students. Vice-Chair Peloza asked about system maintenance.. Assistant Director/City Engineer Selle said that there is no maintenance that would need to be done under the street. There will be manholes to provide access to the oversized pipes for maintenance by City crews. Page 5 i Public Works Committee Minutes. December 6, 2010 DRAFT MINUTES Member Haugen asked if there were streets that used the pervious concrete technology in the area. Assistant Director/City. Engineer Selle answered that the technology has been primarily used on private property. The Committee and staff discussed providing the public with information and updates regarding the' stormwater management techniques and facilities that are part of both the Promenade and City Hall Plaza Projects. Planning Manager-Chamberlain used samples and a map to demonstrate the types of colored concrete and pavers being used in the project: The design has been reviewed and approved by the Downtown .Redevelopment Committee. Chamberlain pointed out on the map, the locations where pervious concrete will be used, in response to questions asked by Vice-Chair Peloza. Project. Engineer Vondrak explained how the concrete panels are poured and how the colors will be troweledinto the top layer of the concrete, following questions asked by Chairman Wagner. Assistant City Engineer Gaub stated that an example of this type of concrete work can be seen at the intersection adjacent to Kent Station. Project Engineer Vondrak answered questions asked by Chairman Wagner regarding how the pavers are set. Chairman Wagner asked,if there will be pervious fabric underneath the reservoir. Project Engineer Vondrak responded that there will be pervious fabric used. Planning Manager Chamberlain updated the Committee on the addition of a gateway feature just north of 3r. Street SE/W that staff is working on with the consultant, Downtown Redevelopment Committee,' and the Arts .Commission. Chairman Wagner asked if-bus shelters will,be different in the Downtown Area. Chamberlain answered that bus shelters are not being considered at this time because no new bus stops are being designated. Planning Manager'Chamberlain reviewed the landscape design with the Committee. The Committee and staff discussed the intersection circles and the setbacks of the buildings at the intersections. B. 2011 SAVE OUR,STREETS PROGRAM STREETS The Committee and staff reviewed the-updated proposed streets to be included in the Save Our Streets (SOS) Program. Street Systems Engineer Wickstrom reported that the rebuild on SE 322"d Place was removed from the proposed streets, F Street NE pavement -treatment was changed from overlay and rebuild to chip seal, for the streets in the vicinity of Pike Street NW pavement treatment was changed from overlay to pavement patching, and the rebuild of H Street SE from 2"d to 4th was added to the program. Chairman Wagner agreed that H Street SE was a good choice for the program. Chairman Wagner asked how deep into H Street SE would the contractor have to dig for the rebuild. Assistant Director/City Engineer Selle answered that the design on the project has not been-completed yet and. staff will need "to get more information on the sub-base material. Vice- Chair Peloza asked how information regarding the sub-base is obtained. Selle answered through boring. Selle stated that staff is proposing to remove the concrete street and replace it with asphalt because that is the City's, standard. Selle said there is also a waterline that needs to be replaced and that it is already included in the utility-budget. Member Haugen asked about the sanitary'sewer.under. H Street SE, Assistant Director/City Engineer Selle answered that no Page 6 Public Works Committee Minutes December 6, 2010 DRAFT MINUTES work will need to,be done on the sanitary sewer but the storm drainage will be enhanced so it drains more efficiently. Member Haugen spoke about the decision to include H Street SE in the program in lieu of D Street SE, which seems to' have a lot of police traffic and other, traffic related-to the Justice Center. - Assistant Director/City-Engineer Selle explained that a lot of the streets in the Downtown. area-are in need of being rebuilt and rebuilds are'more expensive than overlays. Selle stated that staff evaluated the Downtown Streets and chose H Street SE as the best candidate. due to.the roadway condition as well as the problems with the curb and gutter. Mayor, Lewis pointed out that rebuilding H Street SE,would have fewer utility costs and less of an effect on rate payers. Vice-Chair Peloza thanked staff for reviewing the initial proposed streets and thanked them for the work they did to include one of the Downtown-streets in the update. Vice-Chair .Peloza agreed that the rebuild on H-Street SE is a good choice for the project. Chairman Wagner suggested conducting neighborhood meetings in the residential areas where streets will, be treated with chip seal so that residents will know what to expect and to provide citizens examples of streets that have been treated with chip seal. Assistant. Director/City.Engineer Selle spoke about replacing panels on the concrete-streets Downtown and making repairs to utilities, in response to questions asked by Member Haugen. Mayor Lewis spoke about how streets will continue to be selected for the program, based on staff recommendations, the program criteria,. and, funds available. Mayor Lewis discussed the importance of not allowing preferential treatment,when choosing streets to be part of the'SOS Program and that engineering should-be the determining factor. C. CAPITAL PROJECT STATUS REPORT Item: 29 - CP0916.- West Valley Highway-SR18 to W Main: Chairman Wagner asked for a mid-design review of the-project. Item C - CP0922 - City Hall. Plaza Improvements: Chairman.Wagner asked fora briefing on the plaza to, review how it will look when complete. r Item F - MS1003 -Airport Storm Water Inventory/Survey: Chairman Wagner asked if the Public; Works-Department was-involved in the inventory. Assistant'Director/City Engineer Selle answered that the department is providing support in terms of providing maps, data, and information. Selle stated that the project mainly inventories what-is on the. airport property and how it is connected. The inventory will be supplied to the, City and then staff-will have the ability to work with the Airport on assessing the system. '.AGENDA MODIFICATION Discussion and Information Items D and E were discussed prior to Discussion and Information Item C. D. RESOLUTION NO. 4662 AUTHORIZING THE MAYOR AND CITY CLERKTO EXECUTE A CONTRACT WITH WASH INGTON.ADVOCATES LLC FOR CONSULTING SERVICES Government Relations Manager Robertson reported that the amount of the contract is $180,000.00 which is the same amount. as the 2010 contract. Page 7 i Public Works. Committee Minutes December 6, 2010 DRAFT MINUTES Government Relations Manager Robertson explained how costs have been streamlined by using only two consultants rather than three, as the City has done in the past. Mayor Lewis discussed why Washington Advocates LLC and Thompson Smitch Consulting were chosen to represent the City at both the State and Federal levels. Government Relations Manager Robertson spoke about the funds that the City was able to secure over the past year with the help ofthe consultants. Robertson stated that there are appropriations requests that have been submitted and are pending on bills that will be voted on by congress. Mayor Lewis and the Committee discussed the pending fate of the Streamline Sales Tax. ' The Committee discussed the City's return on the consulting services. Government Relations Manager Robertson stated that she has conference calls with the consultant every other week_to go over all applications and to get support in the application process. Government Relations Manager Robertson provided a brief synopsis on some of the projects for which she is working on with the consultants to increase congressional support. Chairman Wagner requested a report on .grant status-from Robertson. Mayor Lewis asked that the report be sent to all Councilmemebers and Department Heads. Mayor Lewis addressed questions asked by Chairman Wagner regarding activity reports on government relations work. E. 2011 LEGISLATIVE AGENDA Government Relations Manager Robertson reviewed the 2011 Legislative. Agenda with the Committee. The agenda includes continued work on the Street Maintenance Utility. Robertson explained that Director Dowdy will be presenting the proposed Street Maintenance Utility to various groups through out the region with the assistance of Ashley Probart and Larry Blanchard. Chairman Wagner suggested requesting an agenda item with the Chamber of Commerce. Robertson agreed that such 'a request from a Council member, would be beneficial. Also included on the agenda is Levee Repairs/Certification. Robertson stated that the City in requesting $30 million biennium in partnership with the Cities of Kent, Renton and Tukwila to assist with repairing and certifying levees along the Green River. Robertson said that the request' has received positive responses from the Governor's office. Chairman Wagner spoke about relating flooding to stormwater. The Committee and staff discussed the future of the Public Works Trust Fund. Government Relations Manager Robertson answered questions regarding the Teen Center/Gymnasium project asked by Chairman Wagner. Robertson stated that the project is ranked number 2 on the project list recommended in the Building and Communities Fund Managed by the Department of Commerce. Government Relations Manger Robertson responded that the City is working with Attorney General Rob Mckenna to support a bill that further clarifies a municipality's responsibilities and Page 8 Public Works Committee Minutes _ December 6. 2010 DRAFT MINUTES duties in the condemnation process and eminent domain, following questions asked by Chairman Wagner. Mayor Lewis and Robertson provided some background information on why the City was approached about the bill. The Committee and staff continued discussion on the Eminent Domain agenda item. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:32 p.m. Approved this day of , 2010. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary Page 9