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HomeMy WebLinkAbout06-07-2010* CITY OF AUBURN CITY OF * * PUBLIC WORKS COMMITTEE --mAO' WASHINGTON CALL TO ORDER June 2010 MINUTES Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference Room #1, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington. Committee members present were: Chairman Rich Wagner, Vice-Chair Sue Singer, and Member Bill Peloza. 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, Traffic Engineer Pablo Para, Project Engineer Jacob Sweeting, Project Engineer Leah Dunsdon, City Attorney Dan Heid, Risk Manager Rob Roscoe, Employee Relations/Compensation Manager John Fletcher, Utility and Accounting Services Manager Rhonda Ewing, Environmental Protection Manager Chris Andersen, Information Services Director Lorrie Rempher, Brian Winslow from the Boeing Company, Citizens Wayne Osborne and Nick Perius, and Department Secretary Jennifer Rigsby. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve the Public Works Committee minutes for date, May 17, 2010. Motion carried 3-0. B. PERMISSION TO ADVERTISE FORBIDS FOR PROJECT NO. CP1012, 2010 ARTERIAL AND COLLECTOR PAVEMENT PRESERVATION Traffic Engineer Para reported that since the April 19, 2010 Public Works Committee Meeting, staff has refined the project cost estimate and determined that it will most likely not be possible to complete all of the work originally planned within the project budget. The Committee was provided a map indicating the streets that staff recommends be removed from the scope of the project. Vice-Chair Singer asked if staff had the streets prioritized in order to determine which ones will be included in the project's scope because the budget may still be insufficient to cover the project cost. Assistant Director/City Engineer Selle stated that staff recommends waiting until after the bid opening for this project to determine if a further scope reduction or budget adjustment will be needed. The recommendations will be brought to the Committee with the award of the project. Chairman Wagner commented on the reconciliation of the budget status sheet and the Capital Status Report and stated the Committee would discuss it during the review of the Capital Status Report. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council grant permission to advertise for bids for Project No. CP1012, 2010 Arterial and Collector Pavement Preservation. Page 1 Public Works Committee Minutes June 2010 MINUTES Motion carried 3-0. C. APPROVE AMENDMENTS TO THE ANNUAL ON-CALL AGREEMENT AG-C-356 WITH TERRACON CONSULTANTS, INC. FOR GEOTECHNICAL SERVICES FOR 2010 Assistant City Engineer Gaub was present. Vice-Chair Singer asked what projects are coming up that would require an increase in the agreement budget. Assistant City Engineer Gaub stated the contract was initiated at the beginning of 2009 and extended in 2010 without an increase in budget. There is an additional project, which requires the consultant's services, and an increase in the budget is necessary to move forward. Member Peloza asked which project requires additional work by the consultant. Assistant City Engineer Gaub stated the proposed expansion of storm ponds in the 296th Street area of the West Hill, which is a budgeted project. Chairman Wagner asked if the City would be reimbursed for funds spent for emergency levee design. Assistant City Engineer Gaub answered that the consultant work was part of the request to King County, which has been paid. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council approve amendments to Consultant Agreement No. AG-C-356 with Terracon Consultants, Inc. Motion carried 3-0. III. ISSUES A. RESOLUTION NO. 4603 AUTHORIZING THE MAYOR TO NEGOTIATE AGREEMENTS AND EXECUTE DOCUMENTS NECESSARY TO ACQUIRE PROPERTY AND RELOCATE INHABITANTS RELATED TO CITY PROJECT C201A - M STREET SE GRADE SEPARATION Using an aerial map of the M Street Corridor, Project Engineer Sweeting identified the full and partial acquisition properties as well as the areas where easements are needed. Project Engineer Sweeting answered questions asked by the Committee regarding the subterranean easements, which are required for the soil nail walls. The easements include the area of the soil wall and extend 10 feet past the end of the soil nails. The impact on the properties is below existing grade and would not impact the existing structures. Project Engineer Sweeting answered questions asked by Chairman Wagner regarding the permit crossings across the Washington State Department of Transportation (WSDOT) and Burlington Northern Santa Fe Railroad (BNSF) Right-of-Way. Sweeting identified the location of the Puget Sound Energy (PSE) poles, following questions asked by Chairman Wagner. Chairman Wagner asked if there is any way for the City to recover value of the acquisition of properties. Sweeting stated the properties referenced by Chairman Wagner would be used for a storm pond facility, a pump station, and possibly future expansion of the storm pond for future City improvements in the area. Page 2 Public Works Committee Minutes June 2010 MINUTES Chairman Wagner asked for the timeframe for completion of the property negotiations. Project Engineer Sweeting stated that the goal is to complete negotiations by the beginning of 2011. The Right-of-Way needs to be certified by the State by early Summer 2011. Chairman Wagner asked if the property owners had been contacted. Sweeting stated that the full acquisition property owners have been contacted and a relocation survey has been taken by the consultant. The Committee discussed holding an Executive Session regarding real cost expended on real- estate transactions with Mayor Lewis and City Attorney Heid. Member Peloza asked if there has been any negative feedback from the community regarding the project. Project Engineer Sweeting answered that the primary question asked by residents is whether the project is moving forward. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4603. Motion carried 3-0. B. RESOLUTION NO. 4604 AUTHORIZING THE MAYOR TO NEGOTIATE AGREEMENTS AND EXECUTE DOCUMENTS NECESSARY TO ACQUIRE PROPERTY RELATED TO CITY PROJECT C207A - A STREET NW EXTENSION* (Laub) Assistant City Engineer Gaub distributed aerial project maps. Gaub explained that the project includes four partial property acquisitions for road Right-of-Way, the storm pond, and utility easements. Assistant City Engineer Gaub answered questions asked by Chairman Wagner regarding the Lyden property and the possibility of entering into a Latecomer's Agreement. Gaub stated the ability of enter into the agreement is not currently part of the City Code, but staff was researching the possibility of adding it. City Attorney Heid stated he would research if the City would able to require half-street improvements or Latecomer's Agreements in this circumstance. The Committee and staff discussed the benefits of a Latecomer's Agreement and possible agreement restrictions. City Attorney Heid spoke about the difference between a Street Delay Agreement and a Latecomer's Agreement. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4604. Motion carried 3-0 Page 3 Public Works Committee Minutes June 2010 MINUTES IV. DISCUSSION AND INFORMATION A. BOEING COMPANY WATER AND SEWER METERS* (Coleman) Director Dowdy provided background information to the Committee. Dowdy stated that the Boeing Company (Boeing) reported two water meters to the City for which they were not being billed. City staff determined that water consumption measured by the meters was in fact not being billed. Dowdy stated the readings on both meters were examined and staff was able to estimate the amount of back billing to charge Boeing. Both meters have been maintained and tested by the City's Maintenance and Operations staff, so staff is confident the readings are accurate. Director Dowdy said that the back billing is limited to a three-year period, per Finance Director Coleman. Boeing has now been billed for the two meters. Member Peloza asked for the amounts due. Utility Services and Accounts Manager Ewing stated the amount for the meter on Perimeter Road is $20,991.00 and the meter on 1St Avenue is $330,657.00. Ewing explained that the back billing is based on the average consumption and cost since the installation of the meters, following questions asked by Chairman Wagner. Vice-Chair Singer asked what measures are being taken so this situation does not occur again. Director Dowdy stated that he, Director Coleman and Director Rempher are working with staff on a process using the Cartegraph software program. Mayor Lewis spoke about the break down in information sharing between departments and how staff is going to improve inter-departmental communication. Chairman Wagner asked whether or not the water meter on 1St Avenue was permitted by Boeing and how lack of a permit may be one of the factors that lead to the meter not being billed. Mayor Lewis said that the State would only allow back billing for three years. Vice-Chair Singer asked if that also applied to circumstances when a meter was installed illegally although unintended. City Attorney Heid stated that the law may still limit the back billing to a three year period. Chairman Wagner asked if an Executive Session was necessary. Brian Winslow, from the Boeing Company, commented, for the record, that the meter on 1St Avenue was related to a building project and that he suspects that there was a permit taken out on the meter because without a permit the building permit would not have been signed off on. Mr. Winslow stated that he would search the Boeing archive records for a permit. Chairman Wagner called an Executive Session at 4:03 p.m., to discuss potential legal action related to the back billing issue. The session will be approximately 10 minutes in length. The Committee reconvened at 4:14 p.m. Chairman Wagner stated the Boeing water meter issue has been referred to the Legal Department for analysis. Page 4 Public Works Committee Minutes June 2010 MINUTES B. RESOLUTION NO. 4602 AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERLOCAL AGREEMENT BETWEEN THE CITY OF AUBURN AND KING COUNTY FOR ANIMAL SERVICES Risk Manager Roscoe and Employee Relations/Compensation Manager Fletcher distributed the Estimated Cost spreadsheet and an animal welfare related newspaper article to the Committee. Mayor Lewis commented that as part of the agreement the City is asking for the same animal control officer, however King County would not commit. Mayor Lewis spoke about the interest of local veterinarians to assist in City animal control efforts and the meetings that have taken place with them and the City, in response to questions asked by Vice-Chair Singer. Mayor Lewis stated the one point that all of the veterinarians agreed on was that it would take longer than six months to get a system in place. A major component in the City providing animal control services independently of King County is the ability to shelter animals. Mayor Lewis discussed the concerns that the veterinarians had about quarantining and sheltering animals. Vice-Chair Singer asked if local veterinarians would be presenting a plan at the Council Meeting. Mayor Lewis answered that it is not on the agenda. The Committee and Mayor Lewis discussed various individuals and organizations that may be able to assist. Mayor Lewis spoke about the possibility of SCORE having available property on which to build an animal shelter. The Committee discussed the need for public involvement and licensing of pets. Vice-Chair Singer commented that it might be difficult for citizens to understand the importance of licensing their pets if there is not direct community involvement. The Committee and staff reviewed the Estimated Cost Spreadsheet that shows the City's cost for animal control services provided by King County for a two and a half year commitment. Chairman Wagner asked why the cost for the Enhanced Services Officers is not included on the spreadsheet. Employee Relations/Compensation Manager Fletcher stated the estimated cost for the enhanced services would be between $115,000 and $125,000 and the reason it is not included in the City's initial request to King County and the spreadsheet is because there is uncertainty about how well the new King County basic services will work. Employee Relations/Compensation Manager Fletcher said the City could add the enhanced services at any time until August 2011 if the basic service is not sufficient. Risk Manager Roscoe spoke about the animal control situations that can occur and how that could impede efforts for the City to provide service on its own, following questions asked by Vice-Chair Singer. The Committee discussed what minimal services the City could provide. Member Peloza voiced his concerns about the quality of service King County is able to provide and acknowledged that is a six-month period the City would not be able to provide the type of services needed. The Committee and staff continued review of the Estimated Cost Spreadsheet. Member Peloza asked if the number of licenses purchased increased would it decrease the amount owed to King County for services. Mayor Lewis confirmed that it would. Page 5 Public Works Committee Minutes June 2010 MINUTES Mayor Lewis reported that Councilmember Partridge is still working with local veterinarians on a plan that would allow the City to provide animal control services. One of the stipulations being that the City would have to provide a shelter facility. Mayor Lewis outlined what minimal services the City would be able to provide by the year's end. Employee Relations/Compensation Manager Fletcher spoke about the many services that King County is able to provide. The Committee and staff discussed how other cities are providing animal control services. Vice-Chair Singer stated that she would be in favor of entering into the two and a half year agreement with King County but without the Enhanced Services Officer, because at this time the City cannot afford it. Mayor Lewis stated that staff is proposing just that and to come back to Council for further discussed if it is determined that the basic services are insufficient. Chairman Wagner and Member Peloza both agreed with the staff proposal. Member Peloza asked if the Auburn Police Department could be called on in the event of the basic services animal control officer not being available to respond to a dangerous dog situation. Mayor Lewis confirmed that the police could assist. Mayor Lewis spoke about the City initiating a campaign to increase pet licensing. Member Peloza suggested the formation of a citizens' committee to assist with the issue. Mayor Lewis said there will be one. Mayor Lewis said a special meeting of the City Council will be called if action needs to be taken on this issue prior to the next scheduled Council Meeting. C. EASEMENT RELINQUISHMENT FOR PETERSON FREEZER ADDITION ON D STREET NE Assistant City Engineer Gaub reported that the addition to the Peterson Freezer property is requiring the relocation of a waterline. The current easement needs to be relinquished where the older waterline is and a new easement needs to be obtained for where the new waterline is being built to allow the addition to be done. The Committee reviewed the aerial map of the property provided by Assistant City Engineer Gaub. The Committee concurred that the easement be relinquished. D. CAPITAL PROJECT STATUS REPORT Item 11 - CP0819 - Mill Creek/Peasley Canyon Culvert Replacement: Chairman Wagner why the Total Budget column does not reconcile with the Total Estimated Cost column. Assistant City Engineer Gaub said staff is waiting for the bids on the project to determine if additional funds are needed. Item 17 - CP1011 - Tacoma Pipeline 5 and B Street NE Intertie: Chairman Wagner asked why the budget is so much higher than the cost. Assistant City Engineer Gaub answered that the budget is for the water intertie program and includes funds for other intertie projects. Page 6 Public Works Committee Minutes June 2010 MINUTES Item 28 - CP0909 - Lakeland Hills Booster Pump Station: Chairman Wagner asked why the estimated cost was greater that the budget. Gaub answered that the budget is split between the Lakeland Project and Item 31 the Academy Booster Pump Station. Item 10 - CP1012 - Arterial/Collector Pavement Preservation Project: Chairman Wagner asked why the budget status sheet and the CPS Report do not reconcile. Assistant City Engineer Gaub responded the figures on the CPS Report need to be updated. E. TRAFFIC MANAGEMENT CENTER COMMITTEE TOUR The Committee participated in a tour of the Traffic Management Center, presented by Traffic Engineer Para and Traffic Operations Engineer Nutter. AGENDA MODIFICATIONS F. 15TH STREET NW CULVERT PROJECT Director Dowdy stated that the Planning Department has been working on a project, which received a Federal grant, to clean out the 15th Street NW culvert. Staff was getting the project ready to go out to bid when the Department of Fisheries and King County staff indicated that the project might not be fish friendly and that the culvert may require subsequent cleanings due to the amount of amount of sediment in the bottom of the culvert and the amount that is probably upstream from the culvert. It was recommended that the project be postponed, perhaps indefinitely. Director Dowdy said that the Corp has a fishery habitat project they are designing between Main Street and 15th Street NW. Staff is not sure what the project consists of but it is likely it will include some cleaning of Mill Creek. Dowdy suggested that after the Corp completes their design and staff reviews it, staff will be in a better position to decide what to do with the culvert. Director Dowdy said the staff recommendation is to see if the grant funds for the 15th Street NW Culvert Project can be transferred to the Peasley Canyon Culvert Replacement Project. The storm funds that were allocated to the 15th Street Culvert Project can then be returned to the Storm Fund. Environmental Protection Manager Andersen briefed the Committee on the scope of the Corp fishery habitat project. Information on the project should be available for staff to review in October 2010. Andersen stated that although there is no certainty that the grant funds can be transferred to the Peasley Canyon Projects, staff believes they have a good argument to try to do so. The Committee and staff discussed the pros and cons of postponing the 15th Street NW Culvert Project. The Committee agreed the 15th Street NW Culvert project should be postponed and staff should try to transfer grant funds to the Peasley Canyon Culvert Replacement Project. G. THE INTEGRATED DESIGN EXPERIENCE (IDeX) CLASS Chairman Wagner briefed the Committee on the Washington State University Integrated Design Experience (IDeX) class. Chairman Wagner stated that the university would like to Page 7 Public Works Committee Minutes June 2010 MINUTES study the City's Environmental Park District Development Area, the Environmental Park, and the 50 acres east of the Environmental Park District Development Area, Transit-Oriented Multi- family and Mix-use Commercial site. The Committee reviewed the aerial map of the study sites. The students' focus will be on delivering a 20% design on the Downtown stormwater system. The Committee is proposing that $95,000 from the Storm Fund be spent on the project. Vice-Chair Singer asked why the area north of the Transit-Oriented Multi-family and Mix-use Commercial site is not being included. Chairman Wagner answered that there is a meeting scheduled on June 24, 2010 with the professors and that area may be included in the project. The Committee discussed the cost saving to the City having student work on the project rather than professional engineers. Vice-Chair Singer asked about the office space to be used for the project. Mayor Lewis suggested asking Facilities about using the old Information Services offices. Vice-Chair Singer discussed the rental agreement that will be entered into with the university. The Committee concurred on spending the $95,000 in stormwater funds on the project. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 5:50 p.m. Approved this 21St day of June, 2010. Rich Wagner Chairman Jennifer Rigsby Public Works Department Secretary Page 8