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HomeMy WebLinkAbout11-01-2010 * ~~~~pc CITY OF AUBURN . CITY OF PUBLIC WORKS COMMITTEE November 1, 2010 * WAS H I NGT4N nniNUTES I: CALL TO ORDER - Chairman Rich Wagner called the meeting to order at 3:30 p.m: in Conference Room #1, located on the second floor of One East Main Street, Aubum, Washington. Committee members presenf were: Chairman Rich Wagner, Vice=Chair Bill Peloza, and Member Virginia Haugen. Also present during the meeting were: Mayor Pefer B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistanf Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utiaities Engineer Dan Repp, Storm Drainage Engineer Tim Carlaw, Project Engineer Ryan Vondrak; Street Systems Engineer Seth Wicksfrom, Project Engineer Jacob Sweeting, Sanitary Sewer Engineer Robert Elwell, Environmental Protection Manager Chris Andersen, Finance Director Shelley Coleman, Gitizen Wayne Osbome, and Department Secretary Jennifer Rigsby. II. CONSENT AGEIVDA A. APPROVAL OF MINUTES It`was moyed.by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, October 18, 2010. Motion carried 3-0. B. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP0817 - PHASE C, WHITE RIVER STORM PUMP STATION MAINTENANCE AND REPAIR PROJECT -Chairman Wagner asked if anything about the project had changed since the last time it was - discussed by the Committee. Assistant City Engineer Gaub answered that nothing has changed. Chairman Wagner asked if the project is on schedule as planned by staff. Assistant City Engineer Gaub responded that the project is on schedule. and staff is coordinating the construction of both the Ellingson Station and the White River Station. The dewatering required for the Ellingson Station needs to be completed prior to the White River Station being taken offline in the summer months when there are reduced storm events. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee grant permission to advertise for bids for Projecf No: CP0817, Phase C, White River Storm Pump Station Maintenance and Repair Project. Motion carried 3-0. C. APPROVE CONSULTANT AGREEMENT NO. AG-C-398 WITH BROWN AND CALDWELL, INC. FOR NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) PHASE II PERMIT SUPPORT SERVICES Storm Drainage Engineer Carlaw stated that the agreement is for the remainder of 2010 and for 20.11; in response to quesfions asked by Chaicman Wagner. Storm Drainage Engineer Carlaw stated that 2011 is the last year of the 5-year permit cycle and staff is anticipating only one additional task that staff will need the consultant's help with. ' Page 1 Public VVorks Committee Minutes November 1, 2010 MINUTES Vice-Chair Peloza asked `if the agreement has even gone out to bid. Assistant Director/City Engineer Selle answered that consultant selection is not subject to construction bid laws but is a qualification based selection process. For this- situation, staff selected the most gualified consultant from the City's consultant roster. Part of this determination that Brown and Caldwell Inc. was the most qualified is because they have experience with modeling the City's Storm system, are familiar with the system; and have the expertise needed for these support services. Assistant Director/City Engineer Selle said that contracting with a consultant that has previous experience with the system is cosf effective. $torm Drainage Engineer Carlaw explained that the consultant will be assisting with a barriers to low impact development assessment which is required by the permit. Vice-Chair Peloza requested additionaF information regarding the scope of work for consultant agreements in the future. Chairman Wagner and Member Haugen agreed. Vice-Chair Peloza asked for how long has the Gity been using Brown & Caldwell as - consultants. ` Assistanfi Director/City Engineer Selle answered the City has had several contracts with Brown & Calawell'for different projects and tasks and the City has been working with them for approximately four:years. It was moved by Vice-Chair Peloza, seconded by Member Haugen; that the Committee recommend Council approve Consultant Agreement No. AG-C-398 with Brown and Caldwell Inc. Motion carried 3-0. D. APPROVE FINAL PAY ESTIMATE NO. 4 TO CONTRACT NO. 10-05 IN THE AMOUNT OF $0, FOR A TOTAL CONTRACT PRICE OF $431,294.25, WITH SCOTTY'S GENERAL CONSTRUCTION AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0762, LES GOVE NEIGHBORHOOD IMPROVEMENTS- PHASE 2 . Project Engineer Vondrak was present. Chairman Wagner asked why the amount of the Final Pay is $0. Assisfant City Engineer Gaub answered that the approval of the Final Pay is also part of the- CounciPs acceptance of #he completion of the project, regardless of the amount . being paid to the contractor. It was moved by Vice-Chaic Peloza, seconded by Member Haugen, that the Committee recommend Council approve. Final Pay Estimate No. 4 to Contract No. 10-05 and accept construction of Project No. CP0762, Les Gove Neighborhood Improvement - Phase 2. Motion carried 3-0. E. APPROVE FINAL PAY ESTIMATE NO. 7 TO CONTRACT NO. 09-08 IN THE AMOUNT OF $4,597.68 FOR A TOTAL CONTRACT PRICE OF $230,859.03 WITH GLOBAL CONTRACTORS LLC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0904, 2009 CITYWIDE SIDEVI%ALK REPAIR PROJECT Chairman Wagner asked how sfaff determined where addifional ADA ramps need to be constructed. Street Systems: Engineer Wickstrom answered that the scope of Project No. CP0904 included construction of the ADA rampsfor last year's Save Our Streets (SOS) Program streets. Page 2 P_ublic Works Committee Minutes November 1, 2010 MINUTES Chairman Wagner asked if an outside agency has ever contacted the City regarding not having enough ramps. Street Sysfems Engineer Wickstrom answered that he has never been contacted. Assistant Director/City Engineer Selle stated thaf the. number of ramps are . determined by the project and requirements that are part of the City's programs and as regulated under the Americans with Disabilities Act (ADA). _ Member Haugen commented on the importance of the ramps for older people with walkers as ~ well as those in wheelchairs. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 7 to Contract No. 09-08 and accept construction of Project No. CP0904, 2009 Citywide Sidewalk Repaic Project. . Motion carried 3-0. III. ISSUES A., ORDINANCE NO. 6331 AMENDING SECTION 13.21.186 OF THE AUBURN CITY CODE RELATING TO SEWER METERS Chairman Wagne[ asked if there had been language included in the previous version of the ordinance that allowed the City to shut. off water as well as not accept sewage for non-payment. Sewer Utility Engineer Elwell answered that tuming of water service in not part of Ordinance No. 6331. Vice-Chair Peloza asked that City Attorney Heid be asked to review the language in Section 1, first paragraph, to see if it can be made clearer. •It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Ordinance No. 6331. Motion carried 3-0. IV: DISCUSSION AND INFORMATION A. ORDINANCE NO. 6333 AUTHORIZING THE LEVY OF REGULAR PROPERTY TAXES BY THE CITY OF AUBURN FOR COLLECTION IN 2011 Finance Director Coleman reported that at the first Public Hearing in Septem6er, staff recommended 101 % of the prior year's levy and the 1% increase is $142,395:00, bringing the total levy to $14,381,889.00. Coleman stated the amount in new construction is approximately $55 Million this year which is levied at the prior year's levy rate. Chairman Wagner asked if. Section 2 of Ordinance No. 6333 had been included in the previous ordinances. Coleman answered fhat the section has been part of the ordinance language since the City created the Valley Regional Fire Authority. 1 Assistant Director/City Engineer Selle answered questions asked by Chairman Wagner regarding why street drainage systems have been included in the Save Our Streets Program funding. Chairman Wagner stated that storm drainage should be separated and paid by the storm utility. Member Haugen agreed. Vice-Chair Peloza stated he agreed with including the drainage with either the SOS Program or the storm utility. . . Page 3 Public Works Committee Minutes November 1, 2090 : MINUTES 'Finance Director Goleman responded to a comment made by Vice-Chair Peloza regarding the number of Public Hearings referenced in_ the third paragraph of the ordinance. Coleman explained that for the budget two Public Hearings are required however, for the property tax levy, only one Public Hearing is required. Mayor Lewis provided clarification for Vice-Chair Peloza regarding the phrase, "a portion of this levy..." as stated in Section 2 of the ordinance. Chairman Wagner pointed out that the increase would amount to $0.02 per household, per day. B. PUMP STATION BACKUP POWER Prior to Discussion and Information topic A: Utilities Engineer Repp distributed a map showing the critical#acilities with backup power, as it was previously requested by the Committee. Repp pointed out the critical utility facilities that have onsite power generation capability. Repp explained that facilities with, ou# onsite backup power are powered using portable generators during power outages or other emergencies. 7he City has five mobile generators that can be transported to various sites. ' Utilities Engineer Repp discussed how the Maintenance and Operations staff handles the . logistics of sites that have onsite backup power and those that do not. Repp stated that due to ' how the power grid is configured, it would be a very rare occurrence for multiple sites to be in need of backup power generators. Repp reported that, included in the Comprehensive Plans, #here are several capital projects that address the power deficiencies at some of the sites. , Repp stated that there is a project that will provide permanent backup power to the sanitary sewer pump stations that are currently without over the course of the next three years. Mayor Lewis responded to questions asked by Chairman Wagner regarding the configuration of the PSE power grid. Utilities Engineer Repp responded to questions asked by Chairman Wagner regarding the close proximity of two ofthe sanitary sewer pump stations. The Committee and staff reviewed the map. Utilities Engineer Repp responded to questions asked by Chairman Wagner regarding the Lakehaven water,service area. Chairman Wagner asked if Lakehaven has back up power for their facilities. Assistant DirectorlCity Engineer Selle stated that staff does have access to Lakehaven's Comprehensive Plan but are not familiar with the details of their Emergency Response Practices. Chairman Wagner requested the service area boundaries be included on the map. Member Haugen asked that the King/Pierce County line also be included. Chairman Wagner suggested that the age and state of repair of the back up generafors be included on the Facility Preventative Maintenance Matrix. The Committee agreed. Assistant Director/City. Engineer Selle pointed out that the generators are not run all'the time, so just because they may.be older does not necessarily mean they. are in need of replacernent or repair: Vice-Chair Peloza asked how often the current generators are cycled. Repp answered generators are cycled and load tested once a month. Page 4 I Public Works Committee Minutes November 1 2010. MIfVUTES G. CAPITAL PROJECT STATUS REPORT* (Gaub - 5 mins.) Item 11 - CP0701 -8th & R Street Traffc Sianal: Chairman Wagner asked if there was going to be another neighborhood meeting regarding the project. Mayor Lewis answered that there will be no additional meetings because there: have already been three meetings held. Chairman Wagner, commented that maybe now that the property owners can see how the sighal is going to affect entering and exiting their properties, they will be more open-minded to devising a solution that will eliminate the right-fum only restriction to their properties. Mayor Lewis responded that the cooperation of the property owners has been requested seyeral times and no solution had been achieved and now the project construction is beginning. Mayor Lewis and Chairman Wagner continued discussing whether or not there may be a benefit to holding one mo,re meeting. . . Mayor Lewis asked if combining the entrances to the properties can still bean option. Assistant City Engineer Gaub answered that currently it would require modification of the projecf. The final project was designed as a three leg intersection and so there is not a fourth 1eg to provide for a signalized access from the properties to the north, allowing for left turns. The access to the property also does not line up with R Street to the south and so the configuration of the intersection would need to be redesigned pushing the east leg closer to the river and this would cause two additional properties to` be restricted to right-in/right-out. These properties include the multi-family properties adjacent to the River and on both the North and South side of 8th Streef NE. The current design being constructed does not restrict these driveways. Director Dowdy explained that one solufion to the access issue was for the property owners to agree to a common access to the signal, sharing an entrance from the street. The only logical way for the properties to share an access would be if a fence separating the properties near the river was removed. Director powdy stated that neither property owner would, agree to that option when staff met with,them. . Also the property owner immediately to the north was not willing to provide enough right of way or public access easement to allow for control of the north signal leg; so this option to provide a signalized access was eliminated early in the design process. Mayor Lewis spoke about the past meetings that were held regarding the design of the . intersection. The Committee and staff discussed design options. Chairman Wagner stated his concern that two properties will have restricted access and he questioned the overall viabilityof the project. Mayor Lewis stated that staff has worked hard to design the best possible project given the limitations and challenges of placing a traffic signal at this location. In response to a question:from Vice-Chair Peloza regarding left turns at the intersection Assistant DirectoNCity Engineer Selle stated that the main purposes of the pro~ect is to provide safer north bound left-tuming movements and a safer pedestrian crossing of 8 Street. Member Haugen asked if the property owner would have been paid for moving the driveway. Director powdy answered that the.cost would have been incorporated into the cost of the project's construction; however; the property owner had not been willing to dedicate the Right- of-Way to the City that would have allowed the driveway to be moved and install the fourth leg of the signal. Citizen Osborne spoke about the re-channelization of 8th Street NE and the difficulty. drivers would have turning if the signal is not constructed and problems that occur when traffic comes from the Green River Community College Campus. Mayor Lewis stated that the traffic is moving much better during the commute peak now than it was prior to re-channelization. Vice- Page 5 Public Works Committee Minutes November 1., 2010 MINUTES Chair Peloza stated his concern about west-bound buses stopping along 8"' Street and backing up traffic for short periods of time. Assistant Director/City Engineec Selle discussed the possibility of solving the access problem in - the corridor, by adding a U-turn capability at the signalized intersection of 104th Avenue. Mayor Lewis asked that staff review design options and bring them back to the Committee for further review. The Committee and staff continued to discuss the current project design and design altematives. Assistant Director/Cify Engineer Selle stated that staff will come back to the Committee with the design altematives for continued discussion. Item B- CP0715 - Marv Olson Farm. Parkinq Lot: Vice-Chair Peloza stated that the gates to the parking lof do not appear to be secure. Assistant City Engineer Gaub responded that the gates that are there are temporary, the permanent gates have yet to be installed. Vice-Chair Peloza asked that staff check the temporary gates and make sure they are secure. Item 13 - CP1010 - 2010 Storm Drainaqe Repair and Replacement: Chairman Wagner asked - aboutthe work scheduled. Assistant Cify Engineer Gaub stated that the contractor is developing their dewatering plan and is expected to be underway soon. Ifem 21 - C201A - M Street Grade Separation: Assistant City Engineer Gaub answered questions asked by Chairman Wagner regarding potholing: Assistant City Engineer Gaub asked if the Committee would like a photograph of the chain link fencing on A Street SE to see if they would like to install a chain link fence on M Street or an enhanced fence per the discussion on October 18th: The Committee said they would review a photograph of the fence. Item 22 - CP1005 - South Division St Promenade Proiect: Chairman Wagner asked if the Open House for the project went well. Assistant City Engineer Gaub answered that it did and there were a lot of good comments on the project. The only questions asked were regarding when development Downtown would begin. Item 26 - CP0765 - Lakeland Hills Reservoir: Chairman Wagner asked about the neighborhood meeting for this project. Assistant City Engineer Gaub clarified that this is the improvements to the existing Reservoir which is waiting on other water system improvements to be completed before the Reservoir can be taken off line: The neighborhood meeting for Item 24, Lakeland Hills Reservoir 6 is scheduled for November 3`tl ADD/TlONAL D/SCUSSION Prior to discussion of the Capita/ Status Report, the Committee discussed Utility Bonding with Director powdy and Finance Drreetor Co/eman. Director powdy distributed a copy the original Utility Project Bonding Plan. Director powtly reported that it was discovered that Finance Director Coleman would be unable to certify that the 1.25 bond coVerage can be met if the planned amount of bonds were sold immediately. The utilify rate structures were based on bonding smaller increments over a three year period between 2009 and 2011. Therefore, staff will be reviewing the proposed list with Finance and will likely need to reduce the overall bond amounts which will modify the projects included in the bonding plan. , Page 6 Public Works Committee Minutes November 1. 2010 MINUTES 'Finance Director Coleman discussed the revenue modeling that needsto be amended by the consultant. Coleman also di'cussed the bonding schedule and the desire to 4ake advantage of, the favorable interest rates that are available this year. Given the amount of proposed bond issue, Chairman Wagner stated the desire for the . Committee to spend more time reviewing the bond proposal and requested a special meeting of ` the Public Works Committee be scheduled to further discuss utility bonding. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was ` -adjourned a# 4:44 p:m. Approved this 15th day of November, 2010. , Rich Wagner nifer Rigsbyp Chairman - Rublic Works He/nt Secretary Page 7