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HomeMy WebLinkAbout08-02-2010 ~k CITY OF AUBURN CITY OF PUBLIC WORKS COMMITTEE . ~ August 2, 2010 WASHINGTON MirvuTEs 1. CALL TO ORDER Chairman Rich Wagner called the, meeting to order at 3:37 p.m. in Conference Room #1, located on the second floor of Aubum City Hall, One East Main Street, Aubum, Washington: Committee members present were: Chairman Rich Wagner, Uice-Chair Bill Peloza, and Member Virginia Haugen. Also present during the meefi'ng were: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assi_stant Director Dennis Selle, Utilities Engineer Dan Repp, Director of`Muman Resources/ Risk and'Property Management Brenda Heineman; Finance Director Shelley Coleman, Traffic Engineer Pablo Para, Engineering Aide Amber Mund, Projecf Engineer `Ryan Vondrak, Street Systems Ehgineer Seth Wickstrom,. Transportation Planner/Grants Manager Chris Hankins, Maintenance and Operations Manager Randy Bailey, Planning Director Keyin Snyder, Environmental Protection Manager Chris Andersen, Planning Manager Elizabeth Chamberlain, Facilities Manager L'isa Torres, Assistant City Attorney Steven Gross, Councilmember John Partridge; Citizen Wayne Osbome, Aubum Good OI' Days Connie Nenke and Department Office Assistant Heather Bartlett. II. CONSENT AGENDA A. APPROVAL OF MINUTES It was moved, by Member Haugen, seconded by Chairman Wagner, that the Committee approve the Public VVorks Committee minutes for date, July 19, 2010. Motion carried. B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 40-09 FOR MUCKLESHOOT INDIAN TRIBE - - HEALTH AND WELLNESS CENTER BUS STOP Engineering Aide Mund_reported that the Muckleshoot fndian Tribe has applied for a two year Right-of-Way permit to place a bus stop on 17th Street SE, 30 feet west of R Street SE. The purpose of the bus stop is to ti~ansport tribal members to and from the Muckleshoot Health and Wellness Center. Chairman Wagner asked ifi30 feet back from an intersection is a typical distance for a bus•stop: Mund confrmed that 30 feet is a.typical distance and stated thatthey chose this distance to _ prohibit parking in front of the `6us stop but still allow parking behind the bus stop. Public Works Director powdy informed the committee that City staff has looked at the sight to make Sure if wasa safe locafion for a bus stop for ADA citizens, considering this is a truck route for Miles Sand & Gravel: Member Haugen expressed her concern for the safety of citizens: Member Haugen asked if the Cify would be liable if an accident were to occur at the bus stop being that this is City Right-of Way. Director powdy stated that this is the safest location for the. bus stop to serve tribal members living in this area. The committee reviewed the map showing the location of the potential bus stop. Chairman Wagner asked if there are any plans to put crosswalks at this location. Director Dowdy replied that there are no crosswalks planned for this location. " Page 1 , Public Works Committee Minutes August 2, 2010 MINUTES It was moyed tiy Vice-Chair Peloza, seconded by Member Haugen; that the Committee approve Righf-of-Way U"se Fermit No. 10-09 for the Muckleshoot Indian Tribe Health and Wellness Center Bus Stop. Motion carried 3-0. C. APFROVE RIGHT-OF-WAY USE PERMIT NO. 10-13 FOR AUBURN GOOD OL' DAYS FESTIVAL AND FUN RUN Engineering Aide Mund stated that there are no changes to the permit or the map from last year. The committee had no questions. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve Right-of-Way Use Permit No. .10-13 for the Aubum Good OI' Days Festival and Fun Run. Motion carried 3-0. D. APPROVAL TO INITIATE PROJECT CP1017, 2010 ARTERIAL & COLLECTOR CRACK SEAL . PROJECT Chairman Wagner asked Street Systems Engineer Wickstrom how often the Pavement , Observation Survey takes place. VNickstrom stated that the Pavement Observation Survey is. completed approximately every 4 years, the last survey was done in 2006 and the.annexed areas were done in 2008. ' Ghairman Wagner stated that he frequently travels 105"' Place and has noticed that the road breaks down yearly..Chairman Wagner asked Wicksfrom if it was in the budget to add 105th. PI'ace fo:the project, stating that the northbound portion of the road is the worst.. Wickstrom responded saying he will assess the street to see if it is suitable for crack seal repairs. _ Wickstrom stated that this project is funded by the 105 fund, Arterial Streets. Director powdy stated that the utility tax is dedicated to Arterial Streets. Member Naugen asked how long the fax has.been dedicated to the Arterial Street Fund. Mayor Lewis stated that this is the beginning of #he fourth year. It was moved by Vice-Chair Peloza, seconded by Chairman,Wagner, that the Committee approve to initiate project CP1017, 2010 Arterial & Collector Crack Seal Project. Member Haugen voted against. Motion carried 2-1. E. AWARD CONTRACT NO. 10 20 TO PCI DEMOCON ON THEIR LOW BID OF $166,352.40 ' FOR PROJECT NO. CP1014, COMMERCIAL BUILDINGS DEMOLITION PROJECT" (Vondrak) Chairman Wagner asked'if there was information the committee should know about the interacfion of the PartylNall Agreement and the demolition contract. Human Resources/Risk and Property Management Director Heineman informed the committee that these are two separate issues. The City is paying only for the demolition of the Crites Huff and Marvel " Buildings with tfiis award. The 1924 Party Wall Agreement states fhaf if we alter or demolish the . building we are responsible for replacing the adjoining wall. In working with Business Bank, they have expressed interest in using the money forthe wall towards demolition of the building Page 2 Public Works Committee Minutes Auqust 2, 201D - . MINUTES because it has no value. To settle the Party Wall Agreement the City has entered into an agreement with Business Bank allowing them $30,000 for the wall that they must ase toward demolition of the building. -Vice-Chair Peloza asked if the demolition of Charlie Wong and tlie.Liquidation building were going to take place at the same #ime. Director Heineman stated that the banks are working with our contractor but it is not certain if demolition will occur at the same time. Member Haugen asked how the project is being funded. Project Engineer Ryan Vondrak stated that the project was fiully funded by the Local Revitalization Fund (L.R.F.), a state grant. , Director Heineman cleared up some confusion by explaining to the committee that there are fwo separate walls, not a common wall, that adjoin the. Crites Huff `building and the Charlie Wong building. The purpose of the 1924 Party Wall Agreement was so that if damage were done to the wall it would be replaced. Director Heineman expressed fhe benefit to the City for the $30,000 agreement with Business Bank stating that it would cost the City much more to build a new wall. Business Bank accepted the offer because they want to demolish the building. Member Haugen asked where the $30,000 for the PartyWall Agreement is coming from. Finance Director Shelley Coleman stated that it is separate from the demolition contract and is being funded by the same L.R.F. Grant from the state. It was moved by Vice-Chair Peloza; seconded by Chairman Wagner, thatthe Gommittee award contract No. 10-20 to PCI Democon on their low bid of $166,352.40 for project No. CP1014, Commercial Buildings Demolition Project. Member Haugen voted against. Motiora carried 2-1. IIL 1SSUES There are no issues for the committee. IV. DISCUSSION AND INFORMATION A. RESOLUTION N0. 4628 AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH REID MIDDLETON TO ASSIST THE CITY AT THE AUBURN MUNICIPLE AIRPORT Finance Director Shelley Coleman informed the committee that this resolution is for stormwater inventory and mapping at the Auburn:Municipal Airport. The resolution states this resolution is for taxiway improvements but this has to do with mapping and inventory and this will be- changed to reflect that before taking it to council. Peloza asked if this has to do with the drainage issues at the airport. Director Coleman stated that this has to do with drainage issues such as flooding and standing water.at the'airport. We must find out what type of infrastfucture we have at the airport in order to remedy a solution to the drainage issues. Chairman Wagner asked if the funds for this come from the Taxiway Grant. Director Coleman stated that the funds do not come from the Taxiway Grant; they come directly from the Airport Page 3 Public Works Committee Minutes Auqust 2. 2010 MINUTES' Fund, which comes from airport revenues and hanger rentals. A budget amendment will be on the next budget amendment that is coming forward for review. Chairman Wagner asked if there would be a budget amendment coming for the actual improvements that are identified. Chairman Wagner also asked if once the inventory is eomplete if there will be improvement design and improvemenf implementation. Direcfor Coleman stated that this resolution is for inventory and mapping only: Chairman Wagner then asked if at some, point there would be a request for consultant money for design and improvement implementation, which would come . from the Airport Fund. Director Coleman confirmed there could be. Chairman Wagner asked if there was enough money in the Airport Fund to cover the costs. - Director Coleman shared with the committee that there is enough money to do this project and to do some of the hanger roof projects.`The City will have to look at the'costs for design and improvement implementation to see if we have the funds or if there are any airport grants . available. Vice-Chair Peloza asked if therewas around $900,000.00 in the Airport Fund now. Director Coleman stated that was correct. Chairman Wagner asked ifi most of the drainage issues were located near the north boundary: of the airport and if the City had a good inventory at that location already. City . Engineer/Assistant Director Selle stafed that there is a difference between the public storm utility system and the on site airport system. This is inventory of the o.n site airport system that ties into the public drainage system. . B. IDeX AND CITY OF AUBURN7WSU AGREEMENT - z Planning Director Snyder discussed the memorandum distributed at the meeting. Chairman Wagner asked who the action committee would be for this agreement. Director Snyder told the comrnitfee this agreement will be an action item for fnance potentially at the August 16, 2010 Finan.ce Committee Meeting as well as at City CounciL Director Snyder stated that he does not expect any on site work to occur until at least August 25. The City has already done a budget adjustment to the storm fund for this agreement although,there may be an additional budget amendment to that adjustment. The City will have the funding source firm by the August 16 meeting. Chairman Peloza asked what the 15% MTDC stands for on the budget sheet. Director Snyder stafed they would spell the acronym for future documents and that the 15% is for auxiliary costs, such as sales tax. Chairman Peloza asked why the City is paying 52% for the first payment. Director Snyder responded by stating that this is a progress statement approach and it is intended to cover start up costs and operational cosfs forthe first third of the project. Chairman Wagner added thaf though we do not see much output by the first payment, the University has committed professors for a certain length of ti.me. The professors spend more time in the first half of the project preparing students to do their work than in the second section of the project. , Chairrnan Wagner stated that his first proposal was to pay in thirds, but he then was told that in order to get the professors and students committed there needed to be a 52% first payment for the project. Member Haugen expressed fier concern for the homeless situation in downtown Auburn. Page 4 Public Works Committee Minutes Au4ust 2. 2010 MINUTES Chairman Wagner asked if the committee would see this at the August 16 meeting. Director Snyder informed the committee that this would be on fhe agenda for the August 16 meeting. and ` then it will be taken to the Finance Committee for action the same night. C. GRANT STATUS UPDATE Director powdy discussed the purpose of the Project Grant Status Sheet. Chairman Wagner suggested that the committee give a brief overview of the Project Grant Status Sheet and bring it back to the next committee meeting for more detailed discussion. Chairman Wagner asked foc an ovecview of the format and explained why the City thinks this documenfi will be helpful. Director powdy stated that the titles at the top of the columns explain what funding we have and what funding we need for each project. This sheet is in response to _ various Council Members request,to have something that they could take with them to outside meetings that shows current funding for City projects. Vice-Chair Peloza stated that he would like to see a column that shows the local source details. Transportation Planner/Grants Manager Hankins states that the sources for local funding can be found in the Transportation Improvement Plan (TIP). Chairman Wagner stated that most of what the Council Members are looking for is listed in the Recommended Funding Source(s)/Project Info column. Hankins told the committee that this is more of a summary and does not include the specific details. The specifics can be added but they are included in the TIP document and other project sheets that are associated with - individual projects. Chairman Wagner suggested that rather than adding details about local funding it might be better to have more tletail regarding the pending granf applications. City EngineerlAssistant Director Selle stated. that there could be a footnote added that states, "For details and cost ' breakdown see the TIP". Chairman V1/agner asked that the cells containing N/A be filled in with specifics pertaining to the column title. Selle suggested that fully funded pcojects be moved into a separate section. 1Nagner concurred. Transportation Rlanner/Grants Manager Hankins informed the committee that there are utility projects at the end of the report that are not included in the TIP, but do have grants available: Utility projects will also be moved into a separate section. Chairman Wagner asked that committee members review the draft before the next scheduled meeting and suggested that memtiers bring their TIP fo#he meeting for reference and a continued review. Director powdy asked that a reminder be added to the agenda to remind • members to bnng their copies of the TIP. D. CAPITAL PROJECT STATUS REPORT Item 7- CP1011 - Tacoma Pipeline 5& B St NE Intertie: Chairman Wagner asked whatthe progress was on the project. Utility Engineer Repp informed the committee that the contractor has been selected and the City is rivaiting for the fabrication of the pressure reducing valve, which will be 6-8 weeks. Currently we are still on track to begin work the end of August. Chairman Wagner asked if it would be early or Iate September that the project would be complete. Repp stafed that completion depends on the contractor and how fast #hey are able to . do the work. The City of Tacoma needs to install a meter and they are fabncating the section of Page 5 , Public Works Committee Minutes Auqust 2. 2010 MINUTES stainless steal high-pressure pipe for the City that will be the connection between the two Vaulfs, The City of Tacoma is aware of our schedule and they have been invited to pre construction meetings. Chairman Wagner asked if September was the time the City is most likely to see a water shortage. Repp stated that the end of August and fhe.first part of September are usually when the City sees some of its highest demands for water. Chairman Wagner asked if there were any legal issues that needed to be complete in order for the water to be turned on when construction is complete_ Director powdy explained.that there is an agreement with Tacoma for the actual account set up that Tacoma's Attomey and the City's Attomey are drafting. Repp stated that the City is working on an emergency agreement,with .Tacoma that will be used while the long-term agreement is put into effect. Item 8- CP0701 - 8"' & R Street Traffic Siqnal: Vice-Chair Peloza asked if signage would be . in place before the start of construction scheduled for next week. Director powdy informed the committee of a letter he has produced that will be mailed to neighborhood residents within the next few days regarding consti~uction. Each Council Member will receive a copy of the letter in fheir mailbox at City Wall. Signage will be in place well before you see construction taking place. Item 14 - CP0922 - Citv Hall Plaza Improvements: Chairman Wagner asked if the funding amount had increased on this project. Mayor Lewis said there have been no funding changes to this project. Chairman Wagner would like a review at this committee even though the project is being managed by the Planning Department. City Engineer/Assistant Director stated that tHis item could be brought to the next committee meeting for and overview of what the project looks like. Currently the project!is at about 99% complete with the design phase. Item 13 = C524A - SCADA Svstem Improvement: Vice-Chair Peloza asked that information be provided on critical and preventative maintenance for critical utility facilities. Selle stated that they are currently working on providing information to the committee. Member Haugen asked what type of monitoring we have at our well sites. Selle stated that we have 24 hour 7 day a week moniforing. Sometimes a.failure is gradual and sometimes a failure . is sudden; it depends on the scenario. Wagner stated that the City is looking into a SCADA system that will upgrade all of the City's pump systems to a 2010 technology system; currently the City has a 1960 technology system. Selle stated that the committee has asked for a discussion on SCADA, which will occur at one of the next two meetings. VNe:are tooking at two options, what it will take to do the complete system and if there is any ability.fo phase the system in over time. Wagner asked that building improvements be included in the overall review of the SCADA Improvements when brought forth to the committee. Item 35 - GP0638 - 15t Street NV1/ Culvert Maintenance: Chairman Wagner asked if Environmental Protection Manager Ghris Andersen was able to get the funds moved from this project to CP0819 - Mill Creek/Peasley Canyon Culvert Replacement. Director powdy confirmed that Andersen was able to get the Department of Ecology to move the funding. Page 6 Public Works Committee Minutes AuAUSt 2. 2010 NlINUTES Item 34 - CP0906 - 2009 Gatewav Proiect: City'Engineer/Assistant Director Selle answered ' questions by Member Haugen regarding the location of the project. Item 38 - CP1002 -2010 Local Sfreet Pavement Preservation: Selle verified that both items 37 and 38 are Save Our Street. (SOS) program projects, one for 2009 and one for 2010. . ADDITIONAL DISCUSSION ITFMS - ` Howard Hanson Damn Update Mayor Lewis briefed the committee on his meeting with Colonel Wrighf of the Army Corps of . Engineers. Colonel Wright informed Mayor Lewis that the Arrriy Corps of Engineers would be announcing on August 9 that the chance of dam failure has decreased due to the grout curtain that has been installed. The Army Corp of Engineers is now evaluating its ability to raise the pool of water behind the dam higher fhan they were able lasf year and we can look forward to a future announcement of what this means._ The funds the Army Corps of Engineers have received from the govemment will be used fo install a drainage tunnel system with wells that will allow water to flow through the wells and out the ` riverside of the dam without weakening the structure: The drainage tunnel sysfem is scheduled to be complete next year. . Mayor Lewis discussed the amount the City has spent on flood prevention since the Howard Nanson Damn issues began. The Public Works Department and Sarah Millerfrom Emergency Managemenf are working together to promote grant reimbursements; though FEMA has never given a reimbursement unless, a disaster has occurred.`Currently the funds have been paid from the Stormwater Fund. . Chairman Wagner stated that the committee did not want funding for flood control to come from the Stormwater Fund on a continual basis. Mayor Lewis told the committee that funds have been used from the Stormwater Fund and asked that this item be placed on the next agenda for further discussion so they may discuss the funding issue. Wagner expressed his concern ;for funding to remove the floodwalls in place along the river. Mayor Lewis responded stating that he has discussed this with Colonel Wright and if the City does not take tlown the floodwalls when it is time, the Army Corps of Engineers will take them down at their expense.. Director powdy reminded the committee that the Army Corps of Engineers has just begun work of the drainage tunnel system and will not be instructing us to remove our floodwalls this year: The Corps'is very conservative and until tfiey know they,have a solution they will not aduise the City to remove floodwalls. The City,fias fime to;plan and program the financial burden of removing the floodwalls. Chairman Wagner asked if there have been any additional entrypoints created through the floodwalls. Mayor Lewis stated that there have been a fewselective locations where enfry points have been added. The City is trying to keep the floodwall as whole as possible., Director powdy added that the black plastic protecting the floodwalls is designed to last only 4-5 years in the sun. If the Corps has not reached a solution to the dam_issue in 3-4 years; the plastic will need to be replaced due to floodwall. stability issues. ` Page 7 P_ublic Works Committee Minutes Aupust 2,_2010 " MINUTE$ Annex Conference Room Committee Needs - Director powdy asked the committee for input on whaf we can do to accommodate tfie needs of the committee for graphical, drawing;.and voice amplifcation needs: We will try to have Information Services (IS) and Facilities at the next meeting to discuss these needs. Chairman Wagner stated that the white 6oard is not functional in its current'Jocation because it is placed behind the audience. The committee will bring ideas to fhe next meeting to discuss possibilities further. Director powdy will express concerns from the committee to IS and facilities prior fo the meeting_ V. ADJOURNMENT There being nofurther business to come before the Public Works Committee, the meeting was adjourned at 5:00 p.m. Approved this 16t' day of August, 2010. ~7b Rich Wagner He ther Bartlett Chairman . Public Works Office Assistant Page 8