HomeMy WebLinkAbout02-22-2011
* ~:pc CITY OF AUBURN
CITY OF * PUBLIC WORKS COMMITTEE
February22, 2011
~ WASHINGTON MINUTEs
1. 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 of Aubum City Hall, One East Main Street, Auburn, Washington. Committee
members present were: Chairman Rich Wagner, Vice-Chair Bill Peloza, and Member Virginia
Haugen. Also present during the meeting were: Public WorKs Director Dennis Dowdy, City
, Engineer/Assistant Director Dennis Selle, Assistant Gity ~_Engineer Ingrid Gaub, Utilities Engineer Dan Repp,. Traffic Engineer Pablo Para, Maintenance and Operations Manager Randy Bailey,
Engineering Aide Amber Mund, Projecf Engineer Ryan Vondrak, Project Engineer Ceah Dunsdon,
Project Engineer Robert Lee, Project Engineer Jacob Sweeting; Street Systems EngineerSefh
Wickstrom, Planning and Development Director Kevin Snyder, Information Services Director Lorrie
Rempher, Finance Director Shelley Coleman, City Attorney Dan Heid, Planning Manager Elizabeth
Chamberlain, Utility and Account SerVices Manager Mark Gregg, Economic Development Manager
Doug Lein, Citizen Wayne Osbome, and Department Secretary Jennifer Rigsby.
II. CONSENT AGENDA
. . A. APPROVAL OF MINUTES
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Commiftee approve
, the Public Works Committee minutes for date, February 7, 2011.
Motion carried 3-0.
f B. APPROVE RIGHT-OF-WAY USE PERMIT NO. 11-01 FOR AWNINGS LOCATED AT 122 W
MAIN STREET
, Member Haugen asked if the awnings belonged to Oddfellas Pub. Engineering Aide Mund
answered that the awnings belonged to the apartment building next to the pub. Mund stated
that the pub had already been issued a permit for their aV►rnings. Member Haugen stated that
she was not aware that permits were needed for awnings:
It was moved by Vice-Chair Peloza, seconded by MemberHaugen; that the Committee approve
Right-of-Way Use Permit No. 11-01 for awnings located at 122 W Main Street.
Motion carried 3-0. .
C. APPROVE RIGHT-OF-WAY USE PERMIT NO. 11-02 FORAUBURN SCHOOL DISTRICT
' GRADUATIONS
There were no questions from the Committee. -
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve .
Right-of-Way Use Permit No. 11-02 for Auburn School District graduations.
Motion carried 3-0.
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Public Works Gommittee Minutes Februarv22. 2011
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D. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP1005, SOUTH DIVISION
STREET PROMENADE
Project Engineer Vondrak informed the Committee that there will be road closures ducing
construction of the project. Vondrak stated that the utility work for water, sanitary sewer, and
storm will take approximately 12-14 weeks to complete and there will be some portions of the
' street closed through the corridor at different times to accommodate the work. Af the
, intersection of Main Street and Division Street staff is anticipating a 7 week closure and an
anticipated 9 week closure on 1" Street SE for construction of the underground detention
facility. Staff also anticipates a 5 week closure on 2"d Street SE.
Chairman Wagner asked about accessto the Chamber of Commerce office on 1St Street SE.
Project Engineer Vondrak answered that pedestrian access will be maintained through out the
project with some interruptions for sidewalk construction. The contractor will also be required to
post "Businesses Open During Consfruction" signs which will direct customers to parking and
entrances. Chairman Wagner asked if the City is providing the signs. Vondrak answered that
the contractor will be providing the signs.
Member Haugen asked if there will be detour signs. Project Engineer Vondrak responded that
the contractor will be required to post and maintain detour signs during all road closures.
AsSistant Director/City Engineer Selle stated that local access will continue to be provided
during construcfion, except for short-term interruptions, in response to a question asked by
Member Haugen. Member Haugen asked if there will be flaggers. Assistant Director/City
Engineer Selle stated that flaggers will be present and other appropriate traffic control
measures will be provided if the road is open to the public, but if the road is completely closed,
flaggers may not be needed.
Chairman Wagner asked if there will be safety railings along the sidewalks. Assistant
Director/City Engineer Selle saicl that depends on the sequence and phasing of the
construction. There may be times.that railing is not needed and there may be other times when
such safety precautions will need to be taken. Chairman Wagner suggested that staff consider
installing safety railings to prevent citizens from j-walking through the construction zone to get
to the Transit Station. Assistant Director/City Engineer Selle stated that the City will have
inspectors on-site daily to monitor construction activities, and pedestrian and vehicular traffic
control measures will be modified as needed.
Project Engineer Vondrak answered questions asked by Chairman Wagner regarding the bus
routes and access to the Transit Station.
Chairman Wagner asked if there will be a map and additional information regarding the detours
and project phasing available prior to the beginning of construction. Assistant Director/City
Engineer Selle answered that the contractor will be providing their schedule and the project
sequencing more specifically once the contract is awarded. Chairman Wagner asked that the
Committee be briefed on project phasing and detours prior to the beginning of construction.
Vice-Chair Peloza asked if the street will be constructed out of block pavers. Project Engineer
Vondrak answered that it would not. Main Street will be constructed out of a combination of
pervious concrete and standard concrete. Chairman Wagner asked what materials will be used
for the circular areas. Vondrak answered that a combination of colored concrete and colored
trowel concrete will be used. Vice-Chair Peloza asked what types of trees will be planted. '
Vondrak stated that he was nof sure of the species of the trees, but that they will be suitable to
be planted near concrete and in tree.pits.
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Member Haugen asked how wide the expanded plaza is. Vondrak answered approximately 50
feet. Member Haugen stated that her biggest concecns are for the safety of the public and safe '
access to surrounding businesses and City Hall. Chairman Wagner requested that flaggers be
used at any time the contractor is moving equipment in or through the Right-of-Way.
Assistant Director/City Engineer Selle answered questions asked by Member Haugen regarding
the cost of flagging for the project. Selle stated there are enough funds budgeted to
accommodate adequafe traffic control, including flaggers.
Project Engineer Vondrak answered questions asked be Chairman Wagner regarding the
relocation of power, which is included in the project scope, and cost sharing with Puget Sound
Energy. Vondrak reported that the City is covering the costs for the relocation work.
The Committee and staff reviewed #he Promenade Location and Project Map.
Assistant Director/City Engineer Selle responded to questions asked by Member Haugen
regarding stormwater infiltration.
Assistant Director/City Engineer Selle answered questions asked by Vice-Chair Peloza
regarding the decorative traffic signals. Member Haugen asked if there will be regulations on -
business, signage in the Downtown Area. Planning Manager Chamberlain answered that there
are design standards for the Downtown Area that address signs for businesses.
Project Engineer Vondrak and Assistant DirectorlCity Engineer Selle answered questions asked
by Vice-Chair Peloza about the project contingency amount.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council grant permission to advertise for bids for Project No. CP1005, South
Division Street Promenade.
Motion carried 3-0.
E. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. CP1006, LAKELAND HILLS
RESERVOIR 6 PROJECT
Chairman Wagner asked why the contingency for Projeet GP1006 is 10% and the contingency
for Project No. CP1005 is 15%. Assistant Director/City EngineerSelle stated that Project No.
. CP1006 includes more typical work and the Promenade Project requires more specialty work.
Vice-Chair Peloza asked what part of the budget the mural is included in. Project Engineer
Dunsdon answered that the mural is part of the additive scheduled and the cost of the mural will
' be separated out on the contractors' bid proposal packages and at that time the Ci.ty will
determine whether or not the mural will be included. Assistant Director/City Engineer Selle _
stated thatthe mural is currently included in the construction estimate. Dunsdon stated that the
estimate for the mural is between-$30,000.00 and $35,000.00.
The Committee and staff discussed the pros and cons of including the mural as part of the
scope of the project.
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Pu61ic Works Committee Minutes Februarv 22, 2011
MINUTES,
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Commitfee.
recommend Council grant permission to advertise for bids for Project No. CP1006, Lakeland
Hills Reservoir 6 Project.
Motion carried 3-0.
F. PERMISSION TO ENTER CONSULTANT AGREEMENT NO. AGC-402 WITH KPFF
CONSULTING ENGINEERS FOR ENGINEERING SERVICES FOR PROJECT NO. CP1008,
BRIDGE COAD RATING PROJECT
Chairman Wagner asked how the bridges were selected for the project. Street Systems
Engineer Wickstrom stated that staff received a letter from the Washington State Department
of Trahsportation (VVSDOT) that the bridges included in the project scope are required fo be
load rated.
Staff explained how the bridge load rating differed from the King County bridge inspections, in
response to questions asked by the Committee. Vice-Chair Peloza asked if the bridges not
included in the project need to be load rated. Traffic Engineer Para answered that a little over
half of the bridges in the City are load rated and staff is in the process of having the remaining
, bridges rated. There will be four additional bridges to rate next year which may be done under :
a new contract or an amendment to this proposed contract.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council granf permission to enter into Consultant Agreement No. AG-C-402 with
KPFF Consulting Engineers for engineering services for Froject No. CP1008, Bridge Load
~ Rating Project.
Motion camed 3-0.
G. APPROVE CHANGE ORDER NO. 1 TO CONTRACT NO. 10-03 FOR PROJECT NO. CP1002
LOCAL STREET PAVEMENT PRESERVATION PROJECT ,
Chairman Wagner asked if the concrete panels on 1 St Street were doweled together. Street
Systems Engineer Wickstrom confirmed that they were.
In response to questions asked by.Vice-Chair Peloza, Assistant Director/City Engineer Selle
stated that the water mains replaced on 1 s' Street NE and 3rd Street NE were very shallow and
staff was confident that any work in the area would damage them plus staff did not want#o have
to dig up the new pavement to replace the mains at a later time.
Vice-Chair Peloza asked what fhe benefit of replacing the panels with concrete instead of
asphalt is for this project. Street Systems Engineer Wickstrom stated that existing concrete
panels are replaced with new concrete and that the streets are not being rebuilt. Member
Haugen asked if the concrete panels elsewhere in the City have ever been removed and
replaced with asphalt. Assistant Director/City Engineer Selle answered that for the most part
the City has been replacing individual concrete panels with concrete although it is possible over
, the years that there may have been a few locations where asphalt was used.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee
recommend Council approve Change Order No. 1 fo Contract No. 10-03 for Project No.
CP1002, Local Street Pavement Preservation Project. Page 4
Public Works Committee Minutes Februarv 22.2011
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Motion carried 3-0.
H. APPROVE FINAL PAY ESTIMATE NO. 1 TO CONTRACT NO: 10-32 IN THE AMOUNT OF
$19,363.51, FOR A TOTAL GONTRACT PRICE OF $35,635:37, WITH WM DICKSON
~ COMPANY AND ACCEPT CONSTRUCTION OF PROJECT NO. C201, M STREET SE GRADE SEPARATION - PROPERTY MANAGEMENT: DEMOLITION OF 600 M STREET SE
Vice-Chair Peloza pointed out that the cost of demolition was $35,635.37 and the e"stimafed
cost for demolition for the Liquidation Outlet building is $70,000.00 -$80,000.00. Assistant
Director/Cify Engineer Selle sfated that the cost depends on many factors such as the type and
size of building and asbestos or other hazardous materials being present: Project Engineer Sweeting stated that very little asbestos was found at the project site:
It.was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee `
recomrriend Council approve Final Pay Estimate No. 1 to Contract No. 10-32 for Project No.
C201, M Street SE Grade Separation - Property Management Demolition of 600 M SfreetSE.
Motion carried 3-0.
1. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-401 WITH
TECHNICAL SYSTEMS INC. FOR TECHNOLOGY IMPROVEMENTS ON PROJECT'NO. C524A, SCADA SYSTEM IMPROVEMENTS PROJECT* (Lee)
An agenda modification updated the administrative recommendation to read, "City Counci'l grant
permission for the Mayor to negotiate and enter into Consultant and Techno/ogy Service
Agreement No AG-C-401 with Technical Systems, Inc. for Techno/ogy /mprovements for
Project No. C524A, SCADA System /mprovements in substantial conformity with the scope of
work. "
Project Engineer Lee gave a PowerPoint presentation on the SCADA System Improvements.
Lee.stated that the pre-design for the project is complete and staff is requesting that Council
granf petmission to enter into the technology improvement contract so the City can enter the'
final design and implementation phase of the project.
Project Engineer Lee provided the definition of the SCADA (Supervisory Control And Data
Acquisition) System, which is a computer system that allows remote monitoring and control of
critical public water, sanitary sewer, and storm drainage facilities. Lee stated that one of the
most important parts of the system is the ability to control the City's facilities from the
Maintenance & Operations building or on site at the facility, and not just the ability to relay data.
Lee used a sample water facility to show the Committee how the SCADA components work.
Vice-Chair Feloza asked why the SCADA needed to be updated. Project Engineer Lee
explained that the City's current system is limited in the type of functions that can be done. The
system is based on proprietary software and only one company can support the software
because the code is locked. Information Systems Director Rempher added that the software is
so old that is ifi difficult to locate replacement hardware to keep it running and when the City .
needs parts they are refurbished old parts. Lee said that the current sysfem is used primarily.
.
for monitoring facilities and there is very limited control ability. Assistant Director/City Engineer
Selle stated that the new system will provide staff with more information about the utility
facilities, enhance the ability to send out commands to the stations, and has the flexibility to
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Public Works Committee Minutes Februarv 22, 2011
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utilize different modes of communication. Rempher said that the updated system can also be
used to improve security at critical remote sites. _
Project Engineer Lee explained that the components that are being purchased for the system
update are flexible, for example, the unit that is being used to transmit information can
communicate by radio, cable, or telephone. Information Services Director Rempher explained
how information will be communicated from units in the field to the server at the Maintenance
and Operations building, following a question asked by Vice-Chair Peloza. Vice-Chair Peloza
asked if the communications are transmitted via a tower like a cell tower. Rempher answered
no, the City will use a self-contained radio system and in some cases fiber. The most efficient
means of communication will be used dependant on the site and what is cost effectively
available.
Assistant Director/City Engineer.Selle spoke about the City staff and specialists on staff that will
be operating the system, in response to questions asked by Vice-Chair Peloza. Assistant
Director/City Engineer Selle said that with the open architecture of the software, the City will
also have #he ability to call upon different vendors and consultants for system support, if
needed, as well as train staff to handle minor system needs.
Project Engineer Lee discussed the Technology Improvement Contract, which is different from
a typical Construction Contract. The Technology Improvement Contract is for integrated
'computer based improvements where the vendor is providing specially designed software
coding/programming, the associated hardware for the complete system and installation
services. Vice-Chair Peloza asked if the technology being used is new. Information Systems
Director Rempheranswered that the technology is commonly used, and is used in many
surrounding jurisdictions and utility districts.
The Committee and staff reviewed the project's budget status sheet. Project Engineer Lee
pointed out that the price of the contract had changed since the Committee previously teviewed
it because the sales tax was inadvertently left off previously. Lee explained how the project is
funded by the three utilities and why the funds required from the water budget were closer to
the amount requested than the sewer or storm budget, in response to a question asked by
Chairman Wagner, Assistant Director/City Engineer Selle stated that as staff got further along
in the estimate for the project, it just happened that the requested funds from water were
greater than the other finro utilifies due to the complexity and nature of the water system.
Project Engineer Lee pointed out that the amount of the contract is a"not to exceed" amount.
- Vice-Chair Peloza asked if the contract states that the amount is not to be exceeded
specifically. Assistant Director/City Engineer Selle confirmed that it does.
Project Engineer Lee outlined the consultant selection process for the Committee. A"Request
For Proposals" (RFP) was sent out and 10 proposals were submitted. A panel of City staff reviewed the proposals and chose the three best proposals and interviewed these consultants.
Technical Systems, Inc. (TSI) was selected as the most qualified. Vice-Chair Peloza asked
how staff selected the three consultants interviewed. Information Services Director Rempher
answered that staff used a gualifications matrix. Vice-Chair Peloza asked about the
consultant's previous experience. Assistant Director/City Engineer Selle discussed how staff
reviewed TSI's qualifications, their approach, and their team comprehensively and in staff's
opinion they are the most gualified consultant. Rempher stated that during the selection
process, staff verified that TSI had completed projects that were similar to the size and scope of
the City's project.
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- Information Services Director Rempher answered questions asked by Chairman Wagner
regarding the age and longevity of the Wonderware software that; is used with the SCADA System. Rempher stated that Wonderware is the most commonly used software in the region
and there is more expertise on_ the sofiware. Rempher saicJ that the software is being
developed as non-proprietary so the City can have any vendor it wishes maintain it.
Project Engineer Lee talked about the competitiveness of the consultant's bid for the p[ojecf,
comparing the average per site cosf of other projects recently completed to the City's.
' The Committee and staff discussed the proposed system's communications network and the
integration of both wireless and non-wireless communication practices. Project Engineer Lee
spoke about why staff is proposing wireless radio communication. One reason for using radio
isso the City can stop leasing telephone lines and another reason is that radio is a very cost
effective option. Assistant Director/City Engineer Selle added that radio is also more reliable.
Project Engineer Lee listed the affected utility sites; the Maintenance and Operations control
center, high security water sites, water utility sites, sanitary sewer utility sites, and storm
drainage sites. There are 50 sitestotal. Project Engineer Lee answered a question askecf by
Vice-Chair Peloza regarding the work at the Maintenance and Operations building that is
included in the projecYs scope. Chairman Wagner verified that not every storm pump in the
system will be included in the project. Lee confirmed thaf is correcf, only the large pumps are being included at this time.
The Gommittee and staff reviewed the project's scope of services.
Pa4e 1- 100.1: Chairman Wagner requested information from the Design Team meetings be
, provided to the Committee.
P. aQe 1: Vice-Chair Peloza asked if the sites listed in paragraph 3 as future sites are included
in the 50 sites previously discussed. Project Engineer Lee answered that the future sites are
not included' in the scope of the project because when developing the scope for the SCADA
Improvements, these future sites were in the design phase. Assistant Director/City Engineer
Selle stated that the new SCADA standard will be incorporated into the design and construction
of the future sites as part of each separate project.
Chairman Wagner asked why the M Street underpass was not included on the list of future
projects. Assistant Director/City,Engineer Selle answered that the pump on M Street is a future
project and all future projects will meet the standards of the updated SCADA system and be
funded by the M Street project funds. Paqe 2- 100.2: Chairman Wagner requested that the monthly project progress reports be
provided to the Committee. The Committee and staff briefly discussed how project information
could be disseminated. -
Paqe 2-100.3: Chairman Wagner asked why using an independent Principal Engineer is the
best way to do quality control. Project Engineer Lee answered that staff did not think it would
be best for the designer who is writing the code and programming the software to perform
his/her own quality control. The Committee agreed. Paqe 2- 200.1: Chairman Wagner asked if the network servers and server equipment are
included in the projecYs budget. Project Engineer Lee stated that the servers that are going to
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Public Works Committee Minutes Februarv 22. 2011
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be used are already in place. Assistant DirectorlCity Engineer Selle stated that there will be no
additional cost, but will verify fhat for the Committee.
Chairman Wagner asked about the software maintenance schedule. Lee responded that
Contract No. AG-C-401 does not include long term maintenance. The contract includes a
finished product which will be under warranty for a period of time, and following the wacranty
period the City will need an annual maintenance contract similar to what is required for the
current system. Assistant Director/CityEngineer Selle spoke about how the open architecture
of the new software allows staff greater ability to perform some of the maintenance.
Information Services Director Rempher stated that there will be updates to the software that will
be included in the maintenance contract. Chairman Wagner asked for staff to obtain an
estimate for the cost of the annual maintenance contract.
Pa4e 4- 200.3: Vice-Chair Peloza asked if there is staff available to attend the Factory
Acceptance Test (FAT). Project Engineer Lee answered that he, Nefinrork Communications
Engineer Schmalz, and a representative from Maintenance and Ope'rations will attend at a
minimum.
Pa4e 5- 300.2: Chairman Wagner asked for a definition for "substantial effort," as stated in
the las# paragraph of the section. Project Engineer Lee stated that it means the differing radio
technologies will be studied as long as they are feasible. Some technologies have already
been eliminated because they are not feasible for the City's budget, but there may be new
technologies that are. Project Engineer Lee described the radio antenna and how they will be raised in height if
' needed, in response to a question asked by Chairman Wagner.
Paqe7 - 400.1: Chairman Wagner asked if the 80 hours of on-going support for City \
requested, post-Final Acceptance changes is enough. Project Engineer Lee explained`that the
80 hours is for training after Final Acceptance. Staff will receive training as the system is being
developed and through out the entire project. The 80 hours is separate additionaF training.
The Committee and staff discussed the Final Acceptance procedures. City Attomey Heid
stated that the actual contract will include the Final Acceptance procedures and those
procedures do not need to be. included in the scope of services.
Vice-Chair Peloza asked how long the warranty is. Assistant DirectoNCity Engineer Selle
stated that the individuaf SCADA components have different manufacturer warranties and the ~
entire system has a general one-year warranty.
The Committee and staff discussed costs for potential future contracts to cover the cost of
additional training.
The Committee and staff discussed the Final Physical Site Security Plans. Assistant
Director/City Engineer Selle sfated that there will be some physical site improvements that wilf
be bid on competitively. Project Engineer Lee spoke about the high security documents, in
response to questions asked by Chairman Wagner.
Vice-Chair Peloza asked that the minutes for the meeting contain the fact that Final Acceptance
and Warranty language are included in the contract.
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The Committee and staff reviewed the cost estimafe. Vice-Chair Peloza asked that the number '
of sites be included with each task. Project Engineer Lee pointed out the number may change
following the radio path analysis. Assistanf Director/City Engineer Selle suggested listing an estimated number of sites for now.
The Committee and staff discussed scheduling a project review. Chairman Wagner suggested
a review in July or August of 2011 and again in February 2012. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee .
recommend Council grant permission to enter into Consultant Agreement No. AG-C-401 wifh
Technical Systems Inc. for Technology Improvements on Project No. C524A, SCADA System
Improvements Project.
Motion carried 3-0.
IIL ISSUES
. A. RESOLUTION NO. 4687 AMENDMENT NO. 1 TO THE INTERLOCAL AGENGY AGREEMENT
WITH THE CITY OF PACIFIC FQR THE DESIGN AND CONSTRUCTION OF PROJECT NO.
C507A/C507B, AUBURNlPACIFIC TRAIL
Chairman Wagner asked if the City of Auburn is preparing the bid documents and if the work is
being funded by the federal grant. Project Engineer Dunsdon stated Aubum is preparing the
bid document and the City is responsible for its local match that was agreed on, but other than
the match amount expenses with be reimbursed as part of the federal grant.
Member Naugen asked if the City of Pacific is in the position to fund their portion. Project
Engineer Dunsdon stated that they are and the City of Pacific's Council will also be taking
acfion on the agreement the same night as the City of Auburn.
It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee .
recommend Council approve and adopt Resolution No. 4687.
Motion carried 3-0. ,
IV. DISCUSSION AND INFORMATION
A. ORDINANCE NO. 6351 AMENDING ORDINANCE NO. 6339, THE 2011-2012 BIENNIAL
BUDGET ORDINANCE AND AUTWORIZING AMENDMENT TO THE CITY OF AUBURN 2011-
2012 BUDGET AS SET FORTH IN SCHEDULE "A"
Finance Director Coleman reported to the Committee that Ordinance No. 6351 is also on the
Finance Committee and Council Agendas for February 22, 2011.
Coleman explained that the adjustment is for the addition of a Council Secretary, a Full Time
Employee (FTE) position for an Office Assistant at#he Senior Center, and two Sewer
Maintenance supernumerary positions. The adjustmenf also transfers from money from the
Storm Water Fund to the General Fund to allow for staff paid from the General Fund to
maintain medians and gateways that are normally maintained by storm water staff.
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Public Works Committee Minutes Februarv 22. 2011
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Chairman Wagner asked if a budget adjustment is needed for the two Economic Development
. positions. Finance Director Coleman stated that she thinks there is some funds in the
Professional Services budget that is being swapped out for those positions, but she will verify it.
Member Haugen asked if the Council Secretary position is full-time with benefits. Coleman
confirmed that was correct. Member Haugen asked if the Senior Center Office Assistant is a
contract position. Coleman answered that the position is currently a contract position. Member
Haugen asked if the medians and gateways are existing. Coleman answered that was correct;
they are existing and are currently being maintained.
The Committee had no further guestions.
B. T'IME EXTENSION FOR ALLOWANCE OF PORTABLE AND TEMPORARY SIGNS
Planning Director Snyder stated that the time extension for allowance of portable and temporary
signs went to the Planning and Community Development Committee lasf week for
consideration. Snyder explained that Council has already taking action on this twice, once in
September2009 and again in August 2010. The action by Council providedtempora:ry relief
from current sign regulations pertaining to portable signs and temporary signs as a way to
support existing businesses in the City of Auburn by allowing additional opportunities for
signage.
Planning Director Snyder reported that the current allowance is scheduled to expire March 15,
2011 and staff is recommending a one-year extension to continue providing support to local
businesSes. Snyder noted that the ordinance provided to staff was passed in Augu"st 2010 arid
if Council were to approve'the extension the only partof the ordinance that would change would
be"the date references. There were no questionsfrom the Committee.
Chairman Wagner provided Director Snyder with information regarding some possible sign
code violations. Snyder stated that he would pass the information along to Code Enforcement
for further investigation.
C. UTILITY BONDING
Finance Director Coleman reported that while moving forward with the utility bonding, staff
reviewed how much debt the utility system could bear and still meet required bond covenants.
When it was determined the system could not afford an issue of the preliminary amount of $28
million, the City backed 'into what could be afforded, $22 million.
Utilities Engineer Repp stated that staff completed the financial analysis and rate study using a
larger amount of debt than the $22 million issued and that capital improvement projects also
changed during 2011/2012 butlget preparation. Staff revisited the financial plan a second time
to make sure the utility funds balanced. Coleman pointed out that the reduction in the bond
amount was discussed with the Committee.
Chairman Wagner asked if the tax credit subsidy was included in the adjustment. Finance
Director Coleman answered that the City must show it can meet debt service coverage without
the credit.
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Public Works Committee Minutes Februarv 22, 2011
MINUTES Coleman Director Coleman answered questions asked by Chairman Wagner regarding the
Rate Stabilization Fund.
, D. CAPITAL PROJECT STATUS REPORT
Item No. 6- CP0701 - 8th & R Street Traffic Siqnal: Chairman Wagner asked where the "no
_ left turn" wilF be posted. Chairman Wagner also stated that the temporary sign is no longer at ,
the location. Assistant City Engineer Gaub said the permanent sign will be installed in the
island area.
Chairman Wagner asked if there could be signage to wam drivers that they will need to merge.
Assistant City Engineer Gaub stated that Traffic Engineer Para will review the signage in the
area and determine if additionaf signage is needed and if so what the appropriate signage is..
Assistant Director/City Engineer Selle suggested a"through lane" sign may be appropriate.
Viee=Chair Peloza requested that staff see if the bus stop could be relocafed to west of the
signal: The Gommittee and staff discussed whether ornot moving the stop would help alleviate
back up of traffic. Director powdy stated that staff will review options for the stop and
channalizaiton of the traffic lanes. Item No. 21 - Proiect No. C201A - M Street Undemass: Member Haugen asked if the Right-
of, Way for the project has bee❑ procured. Assistant City Engineer Gaub answered that
procurement of the Right-of-Vilay is still in progress.
Item No. 13 - Proiect No. CP1020 - 2010 SiQnal Improvements: Vice-Chair Peloza requested
the signal locations.be included in the report.
Item Na 30 - Proiect No. CP0906 - 2009 Gatewav Proiect: Member Haugen asked if the
project could be removed from the report since it has been on hold. Assistant City Engineer
Gaub reported thatthe project is not included in the 2011 budget and the project could be
removed. Chairman Wagner suggested removing "until 2011" from the project stafus, but
leaving the project on the report as a placeholder.
Item No. F- Proiect No. MS0802 - Airqort Re-roof: Vice-Chair Peloza requested addition
information be included in the sfatus, to explain why the bids were rejected.
Member Haugen asked if the project is out to bid again yet. Assistant City Engineer Gaub
stated not at this time.
Item No. E- Proiect No. MS1003 = Airport Storm Water Inventorv/Survev: Chairman Wagner
asked for the completion date to be added to the report.
Item No. B- Proiect No. CP0922 - Citv Hall Plaza Improvements: Chairman Wagner asked if
vehicles would be able to drive on the pavers being installed. Assistant City Engineer Gaub
sfated that the pavers are rated for vehicles and the pavers are approximately 3 inches th'ick.
Assistant Director/City Engineer Selle stated that the surface under the brick is also part of the
pavement structure and is compacted rock material which increases the stability of the pavers.
Vice-Chair Peloza.asked if landscape cloth will be under the pavers to prevent weeds..
Assistant Director/City Engineer Selle stated landscape cloth will not be used and if there is a
problem with weeds the pavers will be sprayed.
Page 11
Public Works Committee Minutes Februarv 22,.2011
. _INU _._-.-TE-
MS
V. ADJOURNMENT
There being no further business to come before the Public Works Committee, the meeting was
adjoumed af 5:50 p.m.
~ Approved this 7th day of March, 2011:
~
Rich V1/agne'r _ J fer Rigsby
Chairman ublic Works D artnt ecretary
,
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