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HomeMy WebLinkAbout12-06-2010 * ~dc CITY OFAUBURN ~ CITY OF PUBLIC WORKS COMMITTEE - , - ~ December 6, 2010 ~ WASHINGTUN MINUTES I: 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 ofAuburn Gity Hall, One East Main Streefi, Auburn, Washington. Committee- members present were: Chairman Rich Vl/agner, Vice=Chair Bill Peloza, and Member Virginia Haugen. Also present during the meeting were: MayorPefer B. Lewis, Public Works Director Dennis powdy, City Engineer/Assistant•Director Dennis Selle, Assistant City Engineer Ingrid Gau6, 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 t 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 D'iscussion and Information Item E. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Commif#ee minutes for date, Novem6er 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-ChairPeloza, seconded by Member Haugen that the Committee approve , the Public Works Gommittee Special Meeting minufes 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 consultanf.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 confract 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 Commitfee Minutes December 6, 2010 MINUTES ° work planned for 2011. Gaub pointed out that the City will be spending less on the contract in 2011 thah 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 confrmed 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-Chaic Peloza regarding the. On-Call Gonsulting 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 N0. 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 8~' Street NE as part of the wheelchair ramp installation at that intersection. The wheelchair ramps were part of the ociginal project but require more roadway restoration then originally anticipated. Chairman Wagner asked if the gap on the map, on I Street NE, between 22"d Street NE and 26"' Sfreet NE, wa's already striped for bicycle lanes. Street Systems Engineer Wickstrom ' answered that portion of P 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 8'h Street NE and Pike Street NE and asked for comments from staff. Assistant 'Director/City Engineer Selle stated thaf 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 crossinV new location. Selle explained that because there is a demand for pedestrian crossing,at 8 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, buf to only install them when there is a good reason to do so, as the reason provided by Assisfant Director/City Engineer Selle in regards to the crossing at 8th 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 Decembet6, 2010 MIiVUTES Assistant Direcfor/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. 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 projectthat 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. 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 powdy 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. _ Director powdy 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 felt there 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 powdy explained that the partners entered the agreement knowing that this was a joint venture to pay for some expensive infrastructure anci at the time, even though there were fis limited firm water rights, the Cify had;some provisional water righfs that could be used to provide waterto the partners. Dowdy said that the City agreed that as long as the City had water to provide to the partners, on an interruptible basis, #he 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 powdy stated that since IA2 a lot has occurred, such as the One Molecule Rule and the Chinook Listing, which has made it more difficult forthe 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 powdy 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 Public Works.Committee Minutes December 6, 2010 ' MINUTES The Covington Wafer District decided not to enter into the Interim Water Sales Agreement. King County Water Disfrict No. 111 decided to carry forward into the new agreement and continue to take water from the City on a take-or-pay interruptible basis. Director powdy 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 Cify . having priority, in response fo comments made by Member Haugen. Member Haugen sfated 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 #he water; supply is interruptible and that the service would remain so until the partners enter into a new agreement. Director powdy 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 requesfed additional water rate comparison information. Director powdy 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. Vice-Chair Peloza asked how the "Excess Water," referenced on page 3 of Resolution No. . 4660; Exhibit A, is measured. Direcfor powdy 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 Peloza, seconded by Chairman Wagner, that the Committee _ recommend Council introduce and adopt Resolution No. 4660. Member Haugen indicated her opposition to the sale of.water and her concems about water supply. Chairman Wagner pointed out how the agreement lowers the rates for City of Aubucn ' water customers. 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. Page 4 Public Works.Committee Minutes December 6, 2010 . 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 fo 3' Street SE/W and' was made deeper. In the original design; the reservoir course stopped at 2"d Street SE/V1/. Vice-Chair Peloza asked about the depth of the reservoir. Vondrak responded that the reservoir course is now 18 inches deep. Project Engineer Vondrak sfafed that the detention facilities along 1 St 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 fhat amount ofisforage 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 for the four blocks surrounding the intersection ofi 1 St Street SE/W 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 HaII 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 Gity Hall Plaza Project would compare to the size of a stormwater retention pond, such as those at Riverwalk Dcive. Rroject Engineer Vondrak said he would cesearch it 'and provide the Gommittee 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 thaf 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 tbe incorporation of pumps in the design. Project, Engineer Vondrak stated that all of the current grades work for a 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 informafion regarding fhe 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 thatthere is noLmaintenance 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 . Public Works Gommittee Minutes December.6.2010 _ 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 troweled into 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 byChairman Wagner regarding how the pavers are set. Chairman Wagner asked if there will be pervious fabric undemeath the reservoir. Project Engineer Vondrak responded thaf there will be pervious fabric used. Planning Manager Chamberlain updated the Committee on the addition of a gateway feature just north of 3`d 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 wifh the Committee. The Gommittee 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 ort 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 sfreets 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 complefed 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 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 pro6lems 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 #he 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 treatecl with chip seal so that residents will know what to expect and to provide c'itizens examples of streets that have been treated with chip seal. Assistant Director/City Engineec 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 ayailable. 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 Vallev, Highwav-SR18 to W Main: Chairman Wagner asked for a. mid-design review of the project. Item C- CP0922 - Citv Hall Plaza Improvements: Chairman Wagner asked for a briefing on the plaza to review how it will look when complete. Item F- MS1003 - Airport Storm Water Inventorv/Survev: 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 suppliecl to the City and then staff will have the ability to work with the Airport on assessing the system. AGENDA MOD/FICAT/ON 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 CLERK TO EXECUTE A CONTRACT WITH WASHINGTON ADVOCATES LLC FOR CONSULTWG SERVICES Government Relations Manager Robertson reported that the amount of the contract is - $180,000.00 which is the same amount as the 2010 contract. Page 7 Public Works Committee Minutes December 6,: 2010 MINUTE$ Government Relations Manager Robertson explained how costs have been streamlined by using only finro consultants rather than three, as the City has done in the past. Mayor Lewis , discussed why Washingfon Advocates LLC and Thompson Smitch Consulting were chosen fo - represent the City at both the Stafe and Federal levels. Govemment Relations Manager Robertson spoke about the funds that the City was able to secure over the past year with the help of the 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 Departmenf 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 powdy 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 Councilmember would be beneficiaL Also included on the agenda is Levee Repairs/Certification. Robertson stated that the City in requesting $30 million biennium in parfnership 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 sfaff 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 Gommerce. 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 MINUTES dufies 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 adjoumed at 5:32 p.m. Approved this 20t" day of December, 2010. C~~~/~. _ • Rich V1lagner ` e ifer Rigsby ~ `Chairman blic VNorks D artm nt cretary Page 9