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HomeMy WebLinkAbout07-06-2010 ~ I CITY OF AUBURN I CITY OF PUBUC WORKS C,OMMITTEE. ' July 6, 2010, ;w * - ; WASHINGTON nniNUTES ; ; ~ 1. CALL TO ORDER , ~ Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Gonference Room #1, located I on the second floor of Aubum City Hall, One East Main Street, Aubum, Washington: Commitfee i members present were: Chairman Rich Wagner-; Vice-Chair Sue Singer, and Mem.be"r Bill Peloza. j Also present during the,meeting were: Mayor Peter B. Lewis, Councilmember John Partritlge, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp;* Finance Director Shelley Coleman, Traffc Engineer Pablo Para, Street Systems Engineer Seth Wickstrom, Project Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Engineering Aide Amber Mund, Development Engineer Monty Bakken, Planning Manager Elizabeth Chamberlain, Facilities Manager Lisa Torres; Director of . i Human Resources! Risk and Rroperty Management Brenda Heineman, Corey Forsberg from the ~ Matson Family Limited Partnership, and Department Secretary Jennifer Rigsby: ~ j II. EXECUTIVE SESSION It was decided to postpone the Executive Session until the end of the meeting. ~ I I11. 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, June 21, 2010. ~ Motion carried 3-0. ~ B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 10-08 FOR MATSON FAMILY LIMITED ; PARTNERSHIP . ~ . , Engineering Aide Mund explained that the Matson Family Limited Partnership (a.k.a Tom ; _Matson Dodge) applied for renewal of a five-year Right-of-Way Use Permit and thaf the permiY i allows parking vehicles in the Right-of-Way on Auburn Way North, south of 30th Street N.E. ! i Member Peloza asked ifithere had been any issues with previous permits. Director powdy ; commented that there have been no previous issues with the permit. I , It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee approve ~ Right-of-Way Use Permit No. 10-08 for Matson Family Limited Partnership. i ~ . Motion,cacried 3-0. ~ i ; i ~ . Page 1 i i ~ ; Public Works Committee Minutes Julv 6, 2010 j MINUTES ~ C. :GRANT PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0914; F STREET i SE/4T" STREET SE TRAFFIC SIGNAL ' Project Ehgineer Sweeting stated the engineer's estimate is $315,000:00, following questions j asked by Chairman Wagner. ' It was moved by Vice-Chair Singer, seconded by Member Peloza; that: the Committee recommend Council grant permission to adverfise for bids for Project No. CP0914, F Sfreet SE/4t' Street SE Traffic Signal. j , I ' Motion carried 3-0. ! i ~ D. GRANT PERMISSION T,O ADVERTISE FOR BIDS FOR PROJECT NO. CP1002, LOCAL STREET PAVEMENT PRESERVATION Chairman Wagner asked if 15t:Street NE, east of Auburn Way, is included in the scope of the I project. Street Systems Engineer Wickstrom stated that the location is includeci in the project " and will be funded by the 103 - Local Street Preservation Fund. ~ I Member Peloza asked if 1 Street is included in the scope of the project. Assistant City Engineer i Gaub stated that I Street is included in Project No. CP1012, 2010 Arterial & Collector Pavement 1 Preservation Project. il 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. CP1020, Local Street , Pavement Preservation. , I Motion carried. I - E. AWARD CONTRACT NO. 10-18 TO NORTHWEST ASPHALT ON THEIR LOW BID OF $1,089,475.00 FOR PROJECT NO. CP1012, 2010 ARTERIAL & COLLECTOR PAVEMENT , PRESERVATION ! ~ It was noted by Member Peloza that the support documents for Agenda Items E and F were omitted from the Public Works Committee Agenda Packet, in error, but were included in the i Council Packet. ~ I Chairman Wagner asked which streets were suggested to be removed from the scope of the project. Street Systems Engineer answered that staff recommends removing Terrance Drive ! i NW and Lea Hill Road through a change order afterthe project is awarded to bring the: project ~ within budget. ~ Mayor Lewis answered questions asked by Chairman Wagner regarding the pedestrian crossing at the intersection of 8"' Street NE and Pike Street NE. Street Systems,Engineer j Wickstrom reported that the cost of the pedestrian crossing and the ramp on Lea Hill; included i in the project's scope, is $1.9,000.00, in response to questions asked by Chairman Wagner and - ~ will be funded by the 328 Capital Improvement fund. i Pa9e 2 II, i j , i i I ~ . j Public Works Gommittee Minutes Julv 6.2010 MINUTES ~ It was moved by Vice-Chair Singer, seconded by Member Feloza, that the Committee 'recommend Council award Contract No. 10-18. , Motion carried 3-0. ; F. AWARD CONTRACT N0. 10-04 TO TOTEM ELECTRIC OF TACOMA ON THEIR LOW BID ~ $303,387.90 FOR PROJECT NO. CP0701, 8T" STREET NE AND R STREET NE SIGNAL ~ PROJECT Chairman Wagner asked about the construction schedule for the project. Projecf Engineer Vondrak stated that there is a six to eight week fabrication period for the signal poles so final installation of the poles will nof be able to occur until approximately eight weeks afterthey are ordered. Vondrak stafed that Totem Electric may want to complete the groundwork frst and install the signal poles on their arrival. This will be decided at the Pre-Construction Meeting ' scheduled for next week. " Chairman Wagner asked if there will be any road detours during construction. Project Engineer Vondrak answered thaf the contracfor will 6e able to do most of the work without` any "road ~ closures. Vondrak said thatthere may be periodic one-lane road closures. i I Project Engineer Vondrak stated that the projecf should be complete in late November 2010 or _ I early December 2010, following questions asked by Chairman Wagner. I Chairman Wagner asked if the project will impact traffic to and from Green River Community I Cotlege. Vondrak stated that the street will be restricted but functional. Chairman Wagner suggested that sfaff and the contractor coordinate with the college to affecf the traffic as little as i possible. - Member Peloza asked about the traffic modeling for the left turn movement westbound on 8u' ~ Street NE to R Street. SE. Project Engineer Vondrak stated that there is adequate. room to ~ make the tum. The Committee and staff discussed the length of the westbound left tum ,queue. i Chairman Wagner asked if all of the turn movements were analyzed. Traffic Engineer Para ~ answered thaf all of the turning movements were reviewed and fhe westbound fum movements , are heaviest in the AM peak and the new signal design will provide enough storage in the ' westbound direction so the turning cars will not interfere witfi the through traffic. Mayor Lewis j pointed out'that due to limited cooperation with some of the property owners, the project is nof perfect but was the best that could be designed. Traffic Engineer Para agreed. I The Committee and staff discussed the lane channelization on 8th Street NE. i i i It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee ; recommend Council award contract No. 10-04. , Motion camed 3-0. i , Page 3 i Public Works Committee Minutes Julv 6, 2010 - MINUTES E. ISSUES A. RESOLUTION NO. 4616 AUTHORIZING THE MAYOR AND CITY CLERK TO GRANT A UTILITY EASEMENT TO COMCAST Design Engineer. Bakken explained that is the intent of Green River Community College to obtain an easement from the Cityto install utilities behind the sidewalk rather that the typical location, under the sidewalk. Comcast, Qwest, and Puget Sound Energy (PSE) will all be placing utilities in the same trench. Bakken stated that PSE chose to obtain a separate . easement document, i.e. Discussion & Information Item A, Resolution No. 4612; causing Comcasf and Qwest to also apply. for separate easement documents. It was moved by Vice-Chair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4616. - Motion carried 3-0. B. RESOLUTION NO. 4617 AUTHORIZING THE MAYORAND CITY CLERK TO GRANT A UTILITY EASEMENT TO QWEST In light of the explanation provided by Design Engineer Bakken regarding Resolution No. 4616, there were no questions from the Committee. It was moved by Vice-Chair Singer, seconded by Member Peloza, thaf the Committee ; recommend Council adopt Resolution No. 4617 Motion carried 3-0. V. DISCUSSION AND INFORMATION A. RE- SOLUTION NO. 4612 AUTHORIZING THE MAYOR AND CITY CLERK TO GRANT A UTILITY EASEMENT TO. PUGET SOUND ENERGY There were no questions from the Committee. It was moved by Vice-Ghair Singer, seconded by Member Peloza, that the Committee recommend Council adopt Resolution No. 4612. Motion carried 3-0. It was noted by Vice-Chair Singer that Resolution No. 4612 was a discussion item and action did not neetl to be taken 6y the Public Works Committee. Page 4 Public Works Committee Minutes Julv 6, 2010 nAINUTES B. SUMMER WATER SUPPLY AND CONSERVATION PLAN Utilities Engineer Repp reviewed the Auburn Water Shortage Contingency Plan (WSCP) with the Committee. The WSCP includes five stages and Council authorizes the Mayor to implement the plan.. Repp reviewed the.five stages with the Committee.' Utilities Engineer Repp reported that currently the City is facing a reduction in its abilitjr to produce water due to equipment failures in the well systems. Repp stated that the City currently does not have the ability to meet the City's anticipated peak water demands. Mayor Lewis clarified that this situation does not mean that the City does not have enough water, but ratherthere could be a day in a month that the demand might exceed supply. Chaicman Wagner asked what measures are being taken. Utilities Engineer Repp answered fhat staff is working on activating interties with neighboring utilities, for example an interfie with the City of Kent. The City is also working on constructing interties with the City of Tacoma and the LakehaVen Utility Distcict. Staff is also wo.rking to install a temporary pump in Well 6. Repp stated that repairs are being completed to put Well 1 into service. The Committee and staff discussed the conservation plan. Mayor Lewis asked that the Consecvation Plan be distributed to the Council. Chairman Wagner asked if if is possible that the City will reach Stage III - Critical Water Shortage in this currenf summer. Repp answered that it is possible. Ghairman Wagner asked if there are fines in plaee for individuals who violate #he water'usage restrictions. Repp responded that:the fines are included in #he Gity Code. ' Utilities Engineer Repp stated that it is more likely for the City to enter into Stage ll - Serious Water Shortage, depending on weather and the staff's ability to get the interties up and running. Mayor Lewis spoke about the cost of the water obtained from other utilities. ' The Committee and staff discussed the benefits of conservation. Utilities Engineer Repp stated the City's current ability to meet customer demand is not compromised and described how staff is working to meet demand. ` Mayor Lewis stafed that in order to keep water rates down for citizens, the City will need to 1ook at doing some conservation efforts this summer. C. STREET LATECOMERS AGREEMENT AND PROPOSED FEE SCHEDULE REVISIONS' Assistant City Engineer Gaub explained that the Street Latecomers Agreement code includes changes discussed at the'June 21, 2010 Public Works Committee Meeting and the proposed fee schedule. Assistant City Engineer Gaub stated that the proposed fee schedule forthe Street Latecomers Agreement'is similar to the City's current Utilities Payback Agreement, the only difference being the fee for the assessment reimbursement analysis versus the area special benefit charge for utilities because staff anticipates that it will take more effort to determine the area of benefit for the street latecomers. Page 5 Public Works Committee Minutes Julv 6, 2010 MIYVUTES Member Peloza asked how the fees compare with nearby jucisdictions. Assistant City Engineer . Gaub stated that not every city has a Street Latecomer process; but for the utility " payback agreements, they are comparable. The Committee supported the changes to the Street Latecomer Agreement and proposed fee schedule. The topic will be brought to the Committee for act'ion at the next Public Works Committee Meeting. D. CAPITAL PROJECT STATUS REPORT Item_5- CP0762 - Les Gove Neiqhborhood improvements -Phase.2: Chairman Wagner asked why the Total Budget is so much more than the Total Estimated Cost. Assisfanf City Engineer Gaub responded that the City received very good bids, ovetall for the project but that the finak project scope did not include as much 8torm work as was initially anticipated and the cost forthe Water work was less than originally budgeted. ' Item 3- CP0731 - 2007 Sewer Repair & Replacement: Assistant Cify Engineer Gaub . described the type of work being completed on the Punch List in response fo questions asked. by Member Peloza. Iterri 4 - MarV Olson Farm Phase 1I I: Assistant Gity Engineer Gaub reviewed the scope of work for fhe project following questions asked by Member Peloza., The project is procurement for materials to be used in the farmhouse restoration work utilizing federal grant funds remaining from the S 277"' Street Grade Separation. project. Item 12 - C524A - SCADA Svstem Imqrovement: Chairman Wagner asked for an update on the project before any installation work proceeds. Assistant City Engineer Gaub stated that part. of what the consultant is currently doing is putting together the costs of the various SCADA components and an update could be presented within the next eight weeks. Jtem 20 -_CP0915 - Well 1 Improvements: Chairman Wagner asked when the Committee will be able to rev'iew the preliminary analysis. Utilities Engineer Repp stated that staff did receive a draft report from the consu,ltants but some of the information needs to be clarified; , This will be tlone by running the well for a much longer pump time and collecting additional data. Repp stated that because of the size and cost of well rehabilitation, it would benefit the City to spend more time running a Ionger test. Item 22 - CP1005 - South Division Street Promenade Proiect: Chairman Wagner asked when sfaff will know if the project can include pervious pavement. Assistant City Engineer Gaub stated that the consultant°s contract was approved at the Iast Council Meeting and design work is getting started. The frst 30% level of design should be complete in mid-August. The - consultanf has been insfructed that pervious pavement should be analyzed in the initial design so that a determination can be made at the 30% level on how it is used within the streetscape and final design can proceed. Item 13 - CP0922 - Citv Hall Plaza Imqrovements: The Committee and staff discussed the decision not to use pervious pavement in the plaza design. Page 6 Public Works Committee Minutes Julv 6, 2010 . MINUTES AGENDA MODIFICATION V.. DISCUSSION & INFORMATION E. RESOLUTION NO. 4622 AUTHORIZING THE MAYOR TO ACCEPT GRANT FUNDS FROM THE WASHINGTON STATE DEPARTMENT OF TRANSPORTATION AVIATION DIVISION IN THE AMOUNT OF EIGHT THOUSAND THREE NUNDRED FIFTY-ONE DOLLARS AND . NINETY-THREE CENTS.($8,351.93) WHICH REPRESENTS 2'/2 % MATCH OF FUNDS' NEEDED FOR RUNWAY ELECTRICAL IMPROVEMENTS Finance Director Coleman was present. Member Peloza commented on a reporf given to Council regarding the runway lights. Coleman stated that the bids for the project are in and the Cify has until September 30, 2010 to accept one. Staff is waiting for the remainder of funds for the project from a Federal Grant which should arrive in August 2010. , The Committee is in support of Resolution No. 4622. F. DEMOLITION OF DOWNTOWN PROPERTIES - Member Peloza distributed a written statement and spoke about the demolition of the : properties; not owned by the City, west of the Marvel property for future development.' Member Peloza stated he is in support of the demolition of the Marvel building and in support of the , - development of the Downtown area. ' Member Peloza state that he is also in favor promoting the demolition of the two additional , properties, west of the Marvel and Crites properties. Member Peloza discussed his opinion as to the benefits of demolishing the two buildings: Member Peloza stated that he feels the . Downtown ;Promenade and City Hall Plaza improvements will be overshadowed by the poor condition of the finro remaining structures. , Member Peloza said that he thinks the City needs find a way to encourage the banks and/or: bank boards of directors, which have current ownership of the properties, to work with the City fo demolish the buildings on the properties. Member Peloza discussed how the properties may be used following the removal of the rundown buildings. Chairman Wagner asked if there is a cost estimate for demolition that'will include the properties west of the Marvel property. Human Resources/Risk & Property Management Director Neineman stated that there is not a cost estimate for the two western properties_but'the cost estimafefor the demolition of the Marvel building is $86,915.00 and_for the Grites/Marvel buildings.combined, the cost estimate is $262,355.00, excluding the Public Works adminisfrative costs: Facilities Manager Torres stated that the cost of demolition` of the building . referred to as Charlie Wong's would be roughly the same as the Marvel Building and the - building to its west would likely be slightly more because it is larger. Chairman Wagner asked if there would be cost savings if all of the buildings were demolished sirnultaneously. Human Resources/Risk & Property Management Director Heineman answered cost savings are possi6le, but would not be significant. Mayor Lewis interjected, stating that he would have preferred to be able to read Member . Peloza's written statement prior to it being presented at the Public Works Committee Meeting. Mayor Lewis said that the City Departments, Council and his office had been doing all the work that could be done to bring the Downtown City Hall Plaza and Promenade Projects forward. Page 7 Public Works Committee Minutes Julv 6. 2010 MINUTES Mayor Lewis stated, for the record; that Member Peloza's opinion is not that of the City of Auburn, but an opinion given by an individual. EXECUTIVE SESSIONS The Discussion 8/nformation topics were not discussed in the order in which they were on the agenda. The first executive session took place following Discussion & lnformation Item F and the second executive session took place following Discussion & Information Item D. Chairman Wagner called an Executive Session at 4:22 p.m.; to discuss potential real estate acquisition. The session will be approximately 10 minutes in length. The Committee reconvened at 4:33 p.m. Chairman Wagner called an Executive Session at 4:46'p.m., to discuss emergency contracting. The session will be approximately 15 minutes in length. . The Committee reconvened at 4:54 p.m. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:55 p.m. Approved this 19'h day of July, 2010. , Rich Wagner nifer RigsbKeppa6lnt Chairman, Public Works Secretary . Page 8