Loading...
HomeMy WebLinkAbout05-16-2011 Agenda Packet City Council Meeting May 16, 2011 - 7:30 PM Auburn City Hall AGENDA Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I. CALL TO ORDER A. Flag Salute B. Roll Call C. Announcements, Appointments, and Presentations D. Agenda Modifications II. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE A. Public Hearings No public hearing is scheduled for this evening. B. Audience Participation This is the place on the agenda where the public is invited to speak to the City Council on any issue. Those wishing to speak are reminded to sign in on the form provided. C. Correspondence There is no correspondence for Council review. III. COUNCIL COMMITTEE REPORTS A. Municipal Services B. Planning & Community Development 1. May 9, 2011 Minutes* (Norman/Snyder) C. Public Works 1. May 2, 2011 Minutes* (Wagner/Dowdy) D. Finance 1. May 2, 2011 Minutes* (Backus) E. Les Gove Community Campus F. Downtown Redevelopment G. Council Operations Committee IV. REPORTS At this time the Mayor and City Council may report on significant items associated with their appointed positions on state, regional and local organizations. A. From the Council B. From the Mayor V. CONSENT AGENDA All matters listed on the Consent Agenda are considered by the City Council to be routine and will be enacted by one motion in the form listed. A. Minutes of the May 4, 2011 City Council Meeting* B. Claims Vouchers (Backus/Coleman) Claims check numbers 404006 through 404411 in the amount of $4,272,040.51 and dated May 16, 2011. C. Payroll Vouchers (Backus/Coleman) Payroll check numbers 531317 to 531414 in the amount of $842,893.80 and electronic deposit transmissions in the amount of $1,118,745.19 for a grand total of $1,961,638.00 for the pay period covering April 28, 2011 to May 11, 2011 . D. Public Works Project No. C410A* (Wagner/Dowdy) City Council award Contract 11-12, Project No. C410A, 277th Wetland Mitigation Monitoring (Annual) to Nordic Construction, Inc. on their low bid of $48,954.35 plus WA state sales tax of $4,650.66 for a total contract price of $53,605.01. E. Public Works Project No. CP0756* (Wagner/Dowdy) City Council grant permission to advertise for bids for Project No. CP0756 - Lea Hill Pump Stations Decommissioning Phase 2. F. Public Works Project No. CP0920* (Wagner/Dowdy) City Council approve Change Order No. 3 in the amount of $106,531.90 to Contract 10- 26 with Mountain West Construction, LLC for work on project CP0920, 2009 AC Watermain Replacement. G. Public Works Project No. CP1005* (Wagner/Dowdy) City Council award Contract 11-08, Project Number CP1005, South Division Street Promenade project, to Johansen Excavating, Inc. on their low bid of $4,054,501.80 plus WA state sales tax of $40,409.53 for a total contract price of $4,094,911.33. H. Public Works Project No. CP1011* (Wagner/Dowdy) City Council approve Final Pay Estimate No. 6 to Emergency Contract 10-16 in the amount of $1,059.21, for a total contract price of $160,895.37, with R. L. Alia and accept construction of Project No. CP1011, Tacoma Pipeline 5 B St NW Intertie Project. (ACTION REQUESTED: City Council approve the Consent Agenda.) VI. UNFINISHED BUSINESS There is no unfinished business. VII. NEW BUSINESS There is no new business. VIII. ORDINANCES A. There is no Ordinance for Council consideration. IX. RESOLUTIONS A. There is no Resolution for Council consideration. X. ADJOURNMENT Agendas and minutes are available to the public at the City Clerk's Office, on the City website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for review at the City Clerk's Office. *Denotes attachments included in the agenda packet. AGENDA BILL APPROVAL FORM Agenda Subject: May 9, 2011 Minutes Date: May 11, 2011 Department: Planning and Development Attachments: May 9, 2011 Minutes Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember:Norman Staff:Snyder Meeting Date:May 16, 2011 Item Number:PCD.0 AUBURN * MORE THAN YOU IMAGINEDPCD.0 DRAFT CITY OF r PLANNING COMMUNITY DEVELOPMENT COMMITTEE WASHINGTON May 9 2011 MINUTES 1 CALL TO ORDER Chair Lynn Norman called the meeting to order at 500 pm in Annex Conference Room 2 located on the second floor of One Main Building 1 East Main Street Auburn WA Committee members present were Chair Lynn Norman Vice Chair Nancy Backus and Member John Partridge Staff members present included Mayor Pete Lewis Director Kevin Snyder Planning Manager Elizabeth Chamberlain Senior Planner Hillary Taylor Economic Development Manager Doug Lein Contract Economic Development Planner William Thomas Project Engineer Robert Lee Planner Stuart Wagner and Planning and Community Development Secretary Tina Kriss Audience Members present included Robert Whale Wayne Osborne and Lee Michaelis of RW Thorpe Associates Inc II ANNOUNCEMENTS AND AGENDA MODIFICATIONS III CONSENT AGENDA A April 25 2011 Member Partridge moved to approve the Consent Agenda as presented and Chair Norman concurred MOTION CARRIED UNANIMOUSLY 20 IV ACTION A White River Trail Extension Final Pay Estimate Project Engineer Robert Lee provided the staff report to Committee on final pay estimate No 4 to Contract 1007 in the amount of 783437 Mr Lee and Committee reviewed the budget status sheet Member Backus moved and Member Partridge seconded to forward final pay estimate No 4 to Contract No 1007 in the amount of 783437 with Buckley Nursery Company Inc and accept construction of Project No CP0745 White River Trail Extension MOTION CARRIED UNANIMOUSLY 30 PCD.0 Planning and Community Development Committee Minutes May 9 2011 V DISCUSSION and INFORMATION A Mosby Farms Privately Initiated Zoning Code Amendments PlannerStuart Wagner provided a briefing of the privately initiated code amendments for Mosby Farms Staff went before Planning Commission on April 5 2011 and presented the draft code amendments for review and comment A public hearing was held May 3 2011 on the proposed code amendments The applicant recommended a change to signage in the developmentstandards The Planning Commission was supportive of the changes and staff recommendation Mr Wagner reviewed the changes made to the Ordinance The definitions and usage were refined along with addressing Committees concerns about traffic and parking during special events ViceChair Backus stated she is supportive of the amendments and changes to signagebased on linearfeet Chair Norman stated she is supportive of the signage on this site but expressed her concern to protect other areas from having oversized signage on other properties Mr Wagner stated the only other place this might be possible would be along Kersey Way properties must have a minimum of 10 acres and proper road designation Any proposal would first have to go through the City for review B Code Amendment to Allow the Keeping of Urban Farm Animals Senior PlannerHillary Taylor discussed the Urban Farm Animal proposed code amendments with Committee members This item was brought before Committee at their April 25 2011 meeting The Committee asked staff to provide more information about licensing and coverage under the proposed amendment Committee and staff reviewed the examples of household pet definitions and types of domestic animals that can be used as a draft policy for Auburn along with bee keeping proposed ordinance language Committee provided the following direction and feedback Member Backus is supportive of having abee keeping ordinance but feels some of the proposed regulations do not provide protection for the neighboring properties Committee askedstaff to research the basis for other jurisdictions language and policy and if it was determined by the basic needs to sustain bee keeping Committee asked staff to move forward with the small urban animal code amendments aspreviously discussed but continue to research potential bee keeping proposed ordinance language Committee asked staff to make sure Roostersare addressed in the ordinance Committee asked staff to check with the Planning Commission to see if a media release for public education would be beneficial C Historic Preservation Strategies Planning Manager Elizabeth Chamberlain provided background information on the Citys historic preservation program to date to assist Committee in implementing a Historic Preservation Strategy as discussed at the October 2010 City Council Retreat Page 2 1 PCD.0 Planning and Community Development Committee Minutes May 9 2011 as well as other previous council retreats Committee provided the following feedback and direction The Citys roll could be to collaborate with the public and provide information on the process of obtaining historic preservation designation of landmarks or nomination for statenationalor local preservation through the Citys website creating a historic preservation link that could be interactive fun and educational and create educational brochures Provide City wide guidelines for local historic preservation and designation Committee liked the plaques from theCity of Walla Walla depicting the historical value of buildings and property Committee would like a future discussion to define what would be considered for local City historic preservation and why a site or property would be considered In educating the public the City could provide state local and national information on tax reductions or benefits along with funding opportunities The City could provide historical facts photos and information on demolished or reused buildings and their significance this could be done by coordinating with the Auburn museum and property owners The Committee will plan on reviewing these ideas and the cost associated with providing services at a future meeting D King County Countywide Planning Policies Amendments Planning Manager Elizabeth Chamberlainprovided the staff report reviewing the 2011 Update to the King County Countywide Planning Policies with Committee The South County jurisdictions will be working with the lnterjurisdictional Team on the affordable housing targets Comments on the 2011 Update Public Review Draft are due by May 20 2011 The Growth Management Planning Council GMPC is tentatively scheduled to take action on theKing County CPPs 2011 Update at their June 29 2011 meeting Once the GMPC takes action then the updates will be forwarded to King County Council for action then forwarded to the KingCounty jurisdictions for ratification Amendments must be ratified in 90 days from the King County Council adoption by the county and jurisdictions representing at least 70 percent of the county population and 30 percent ofthosejurisdictions see policy FW1 Ms Chamberlain stated staff will be meeting with the Interjurisdictional Team on the affordable housing targets on May 10 2011to discuss the methodology proposed by Auburn Staffwill keep the Committee informed on the status Committee stated they do not feel satisfied with the proposal for affordable housing targets provided by King County Council and supports staffs proposal Ms Chamberlain reviewed the proposed changes within the public review draft Committee asked staff if the King County Countywide Planning Policies draft will be approved in full or if alternatives will be considered Director Snyder stated staff will push for the equity consideration being a part of the affordable housing targets and the GMPC could allow the other planning policies to move forward and direct staff Page 3 j PCD.0 Planning and Community Development Committee Minutes May 9 2011 pull out the affordable housing portion to work with the jurisdictions on the open issues E Pierce County Countywide Planning Policies Amendments Planning Manager Elizabeth Chamberlain provided a background report on Vision 2040 which was adopted by the Puget Sound Regional Council General Assembly in May of 2008 Provisions for four counties to update their Countywide Planning Policies CPPto be consistent with the MultiCounty Planning Policies identified in Vision 2040 Pierce County began work through the Growth Management Coordinating Committee GMCC in 2009 through March of 2011 The GMCC is a staff level committee representingeach jurisdiction in Pierce County that makes recommendations related to growth management to the PierceCounty Regional Council PCRC Staff reviewed the changes from when the draftpolicy changes were first presented to the Committee in April 2010 The changes are highlighted in the memo provided by staff Ms Chamberlain reviewed the timeline for adoption of the proposed amendments with the Committee F Directors report Staff discussed the success of Clean Sweep 2011 despitethe in climate weather There was a large volunteer group who did a wonderful job at the Auburn Environmental Park and other various sites G PCDC Matrix Chair Norman askestaff to highlight changes on the matrix in color VI ADJOURNMENT There being no further business to come before the Planning and Community Development Committee Chair Norman adjourned the meeting at 609 pm APPROVED THIS DAY OF Lynn Norman Chair Tina Kriss Planning Development Department Page 4 PCD.0 AGENDA BILL APPROVAL FORM Agenda Subject: May 2, 2011 Minutes Date: May 9, 2011 Department: Public Works Attachments: Public Works Committee Meeting Minutes - May 2, 2011 Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy Meeting Date:May 16, 2011 Item Number:PW.1 AUBURN * MORE THAN YOU IMAGINEDPW.1 Page 1 CITY OF AUBURN PUBLIC WORKS COMMITTEE May 2, 2011 DRAFT 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 of Auburn 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: Mayor Peter B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Traffic Engineer Pablo Para, Water Utility Engineer Cynthia Lamothe, Sanitary Sewer Engineer Robert Elwell, Project Engineer Leah Dunsdon, Matthew Sweeney with Prium Development Company, LLC., Citizen Wayne Osborne, and Department Secretary Jennifer Rigsby. II. CONSENT AGENDA A. APPROVAL OF MINUTES Chairman Wagner pointed out two Scribner’s errors and a change on page 8, third paragraph, the word “implementations” needed to be changed to “implication.” It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee approve the Public Works Committee minutes for date, April 18, 2011, as amended. Motion carried 3-0. B. PERMISSION TO ADVERTISE FOR BIDS FOR PROJECT NO. 207A, A STREET NW EXTENSION (A/B CORRIDOR) Assistant City Engineer Gaub provided the Committee with a brief overview of the project and using an aerial map, showed the final lay out for the project. The project will link a new minor arterial street on A Street NW from 14th Street NW south to 3 Street NW and complete half street improvements on 10th Street NW/NE between A Street NW and A Street NE. Assistant City Engineer Gaub stated that all four legs of the 3rd Street NW and A Street NW intersection will be signalized and is proposed to be controlled as a split phase signal to allow traffic to move in one direction at a time, in response to questions asked by Chairman Wagner about the intersection. Chairman Wagner asked if the parking for the Norplex facility has been negatively affected. Gaub answered that the area the City purchased includes mostly gravel area that is not being used significantly for parking. The area is being used for truck turn movements and in the City’s acquisition process, these impacts were reviewed and mitigation is proposed to relocate the existing PSE power facilities to accommodate those turn movements within the remainder of the property. Parking requirements were also evaluated and was found that the remainder of the property would be able to meet the current parking requirements for the current use of the property. Chairman Wagner asked about the construction of sidewalk s and bicycle lanes. Assistant City Engineer Gaub reported that there will be sidewalks on both sides of the corridor from 3rd Street PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 2 NW up to 10th Street and between 10th Street and 14th Street NW there will be sidewalks on one side to limit the wetland impact. There will be 6 foot wide bicycle lanes from 14th Street NW all the way to 3rd Street NW, on both sides of the street. The Committee and staff discussed the use of the new A/B Corridor by cyclists as a north/south route through the City. Mayor Lewis commented that the corridor will provide a great bicycle route to downtown and for bicycle commuters trying to reach the north end of the City. Director Dowdy said that the A/B Corridor is included on the map prepared by the Bicycle Task Force, in response to a question asked by Chairman Wagner. Vice-Chair Peloza asked about access to the Post Office. Gaub answered that the driveway to the Post Office will remain at its present location and will have right in / right out only access. The existing pedestrian crossing in front of the Post Office will be removed on completion of the signal which includes a new cross walk on 3rd Street NW. Chairman Wagner asked if eastbound traffic will be restricted from making left turns into the Post Office. Gaub confirm that is correct. Mayor Lewis spoke about past talks that the City has had with the Post Office regarding the relocation of some of their facilities and citizens being able to use their other parking lot. The Committee and staff discussed how drivers will access the Post Office parking lot. Chairman Wagner commented on the streets near the Post Office being narrow and the possibility of restricting parking on those streets. Chairman Wagner suggested staff look in to relocating the current Post Office parking. Mayor Lewis agreed that it would be beneficial to meet with the Post Office about parking. Mayor Lewis said that he will be having a series of meetings with the U.S. Postal Service. Assistant City Engineer Gaub reviewed the budget status sheet and spoke about the donation of the Right-of-Way and roadway improvements by the Mohawk Plastics development, in response to questions asked by Vice-Chair Peloza. Assistant City Engineer Gaub explained that another part of the project is the construction of a noise wall. Gaub distributed examples of what the proposed wall, Acoutsa Wall, will look like to the Committee. The wall is a recycled product made of a plastic material filled with ground rubber tire. Gaub stated that this type of wall helps reduce noise better than wood or concrete and is more narrow causing less of an impact on the surrounding property and sidewalk widths. Assistant City Engineer Gaub said that the wall has the appearance of wood plank and will be two colors. In response to a question by Chairman Wagner, Gaub explained that the chosen noise wall can reduce noise between 7 and 10 dBa more then a similar sized concrete or wood noise wall. Member Haugen asked if the project will be a large benefit to bicyclists. Assistant City Engineer Gaub answered that it will provide a bicycle lane in the corridor connecting the northern 15th Street business area, including the current Park ‘n Ride area, and the Downtown Area. Member Haugen asked if there have been any discussions with the business owners, primarily the hospital, in the corridor about providing bicycle parking for employees. Member Haugen spoke about incentives for hospital commuters to use bicycles and bicycle storage. Mayor Lewis stated that Human Resources Director Heineman has been working with the surrounding businesses as part of the Trip Reduction Program and working with employers on creating a program to earn Trip Reduction Credits. Mayor Lewis said that the construction of the A/B Corridor and the earned Trip Reduction Credits may be incentive for businesses to provide storage for bicycles. Mayor Lewis suggested that Human Recourses Director Heineman present the work she’s doing to the Committee. PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 3 The Committee and staff discussed the possibility of the City providing on street bicycle parking on Division Street. Mayor Lewis asked that staff meet with hospital staff regarding the project. Member Haugen asked for additional information on the number of parking stalls for bicycles at the Transit Station. Chairman Wagner commented on the length of the project schedule. Assistant City Engineer Gaub stated that what is driving the scheduled is the fact that there is preload required due to the poor soil quality on the northern portion of the roadway. This will require a settlement period prior to road construction. There is also wetland mitigation that needs to be constructed and work may not begin on any of the roadway work until the mitigation work has begun. Member Haugen asked if any single-family houses will be affected by the project. Mayor Lewis answered that the primary effect on single-family homes will be positive because trucks will be routed out of neighborhoods. Assistant City Engineer Gaub answered questions about the roadway construction materials being used asked by Vice-Chair Peloza. The new roadway will be a concrete road and a portion of the existing roadway will remain asphalt. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council grant permission to advertise for Project No. 207A, A Street NW Extension (A/B Corridor). Motion carried 3-0. C. PERMISSION TO ENTER INTO CONSULTANT AGREEMENT NO. AG-C-404 WITH ROTH HILL INC. FOR ENGINEERING SERVICES ON PROJECT NO. CP1103, 132ND AVENUE SE TACOMA PIPELINE 5 INTERTIE IMPROVEMENT PROJECT Project Engineer Dunsdon explained that Project No. CP1103 is similar to the B Street Intertie project which was constructed in 2010 except that the B Street project was constructed as an emergency project so the City was able to expedite the project. Project Engineer Dunsdon said that Roth Hill Inc. is also the consultant that is working on the intertie immediately adjacent to the 132nd Avenue SE intertie for Water District 111. Dunsdon reviewed the project’s scope with the Committee. Project Engineer Dunsdon pointed out that as part of the project the City is negotiating with Covington and Water District 111 to potentially purchase an existing waterline in the street rather then construct a new line. If the negotiations are successful, the tie-in would occur at the street and if the waterline is not purchased, a new waterline will be constructed as part of the project to connect to the existing City waterline in the area. Chairman Wagner asked when the decision to purchase will be made. Dunsdon answered a decision will probably be made within the next 10 weeks. Chairman Wagner asked if there will be different consultant staff assigned to on Work Element 2 from the one that would work on Work Element 1. Project Engineer Dunsdon responded that the consultant work group that works on Element 1 will also work on Element 2. Project Engineer Dunsdon stated that the same consultant that is working on the SCADA System is also working with Roth Hill on this intertie project, in response to questions asked by Chairman Wagner. Dunsdon pointed out that the same consultant also worked on the B Street intertie. PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 4 Dunsdon explained that this agreement does not include procurement or installation of SCADA equipment. The consultant needs to complete the design prior to scoping an accurate price for that work. Assistant Director/City Engineer Selle reiterated the agreement is just for the design and programming portions of the project. Chairman Wagner asked what is covered by the construction services cost. Dunsdon answered that the construction services include some start-up testing and an operators’ manual. Project Engineer Dunsdon reviewed the budget status sheet with the Committee. Project Engineer Dunsdon stated that the task breakdown will be included with the agreement and the consultant will be tracking their invoices by that breakdown, in response to a question asked by Vice-Chair Peloza. Vice-Chair Peloza asked for a copy of the breakdown and asked that the breakdowns be included in the future. Chairman Wagner agreed. Assistant Director/City Engineer Selle and Project Engineer Dunsdon responded to questions asked by Member Haugen regarding construction Change Orders and how changes are made to the agreement cost. Vice-Chair Peloza asked about the project schedule. Project Engineer Dunsdon answered that the project is anticipated to be advertised for bids in January or February 2012. Dunsdon stated that a two week delay in advertising the project would not adversely affect the schedule, in response to a question asked by Vice-Chair Peloza. Chairman Wagner commented that it would be beneficial that the project be completed before the rainy season. Project Engineer Dunsdon answered that all of the construction services are to be completed at the discretion of the City, in response to questions asked by Member Haugen. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee grant permission to enter into Consultant Agreement No. AG-C-404 with Roth Hill Inc. for engineering services on Project No. CP1103, 132nd Avenue SE Tacoma Pipeline 5 Intertie Improvement Project. Motion carried 3-0. D. AWARD CONTRACT NO. 11-03 TO PACIFIC NORTHWEST EARTHWORKS ON THEIR LOW BID OF $84,574.00 FOR PROJECT NO. C507B, AUBURN/PACIFIC TRAIL – SKINNER ROAD/3RD AVENUE SE (PHASE 2) Chairman Wagner asked if the City of Pacific has committed the remaining funds. Project Engineer Dunsdon answered that Pacific has committed their funding amount and because the bids are under the Engineer’s Estimate, their contribution will be less than they anticipated. Project Engineer Dunsdon reviewed the project design, in response to questions asked by Chairman Wagner. Dunsdon explained that as part of the project the neighborhood side roads, which have sidewalks, will be signed as a bicycle route to take cyclists to 3rd Avenue. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council award Contract No. 11-03 to Pacific Northwest Earthworks for Project No. 507B, Auburn/Pacific Trail – Skinner Road / 3rd Avenue SE (Phase 2). Motion carried 3-0. PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 5 E. APPROVE FINAL PAY ESTIMATE NO. 5 TO CONTRACT 10-19 IN THE AMOUNT OF $14,908.73 FOR A TOTAL CONTRACT PRICE OF $330,503.73 WITH TRAVERS ELECTRIC AND ACCEPT CONSTRUCTION OF PROJECT NO. CP0914, F STREET SE / 4TH STREET SE TRAFFIC SIGNAL Vice-Chair Peloza commented on the low cost to the City. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council approve Final Pay Estimate No. 5 to Contract No. 10-19 and accept construction of Project No. CP0914, F Street SE / 4th Street SE Traffic Signal. Motion carried 3-0. III. ISSUES A. RESOLUTION NO. 4702 AUTHORIZING THE MAYOR TO EXECUTE A PAYBACK AGREEMENT FOR A DEVELOPER’S EXTENSION (NORTH TAPPS SEWER PUMP STATION) BETWEEN THE CITY OF AUBURN AND PRIUM DEVELOPMENT COMPANY, LLC. Sewer Utility Engineer Elwell stated that Resolution No. 4702 was discussed at the Public Works Committee Meeting on April 18th and then discussed at the Planning and Community Development Meeting on April 25th. There have been no changes. Assistant Director/City Engineer Selle responded to questions asked by Vice-Chair Peloza regarding risks to the City. Chairman Wagner asked that City Attorney Heid discuss the legal risks, if any, of payback agreements with the Committee at a future meeting. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4702. Motion carried 3-0. B. RESOLUTION NO. 4706 AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH PUGET SOUND ENERGY INC. FOR THE PURPOSE OF RELOCATING POWER FACILITIES IN ADVANCE OF CONSTRUCTION FOR PROJECT NO. C207A A STREET NW EXTENSION (A/B CORRIDOR) Assistant City Engineer Gaub stated that the City will be paying for relocation of existing Puget Sound Energy (PSE) facilities required to accomplish the project. PSE will be doing some additional work on their own during construction of the corridor but that is not part of the agreement. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4706. Motion carried. C. RESOLUTION NO. 4707 AUTHORIZING THE MAYOR TO EXECUTE A LOCAL AGENCY SUPPLEMENTAL AGREEMENT BETWEEN THE CITY OF AUBURN AND WASHINGTON PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 6 STATE DEPARTMENT OF TRANSPORTATION RELATING TO PROJECT NO. C207A PROJECT NO. C207A A STREET NW EXTENSION (A/B CORRIDOR) Assistant City Engineer Gaub explained that there are five different allocations of federal funds for the project. Four of the allocations are included in this agreement and the other is included in a separate agreement which was previously approved by the Council and executed. Resolution No. 4707 is obligating the last allotment from fiscal year 2008 in the amount of $1.23M. Previous resolutions obligated approximately $3.58M in federal funds, some used for design and right-of-way. The supplemental agreement moves unexpended funds from the Right-of-Way phase of the project to the Construction phase as the right-of-way costs came in over $1.1M below the original estimates. The supplemental agreement also authorizes the remainder of the federal dollars that were previously obligated for a total of $4.8M in federal funds. Assistant City Engineer Gaub reviewed the Local Agency Agreement Supplemental with the Committee. It was moved by Vice-Chair Peloza, seconded by Member Haugen, that the Committee recommend Council introduce and adopt Resolution No. 4707. Motion carried 3-0. IV. DISCUSSION AND INFORMATION A. M STREET SE UNDERPASS PROJECT – REVIEW OF PROJECT SIGN The Committee and staff reviewed the proposed locations for the project signs. Gaub explained that the sign to the south was placed in a location where drivers turning right on to M Street from 4 Street SE will see it and where there was enough Right-of-Way to post the sign. Vice-Chair Peloza suggested moving a sign south of the SR18 overpass. Chairman Wagner further suggested placing a third sign at the location suggested by Vice-Chair Peloza instead of relocating the sign on north bound M Street near the 4th Street SE intersection. The Committee and staff decided it would be best to relocate the sign to the empty lot south of 6th Street SE for the north bound traffic. Chairman Wagner suggested increasing the size of the “Construction Anticipated Late 2010- 2013” announcement located in the orange box on the right side of the sign. Vice-Chair Peloza suggested including project information flyers attached to the sign for pedestrians to pick up. Member Haugen agreed that is a good idea and reminded staff that the flyers would have to be refilled regularly. B. CAPITAL PROJECT STATUS REPORT Item 14 – C524A – SCADA System Improvements: Chairman Wagner asked for clarification on the project’s status. Assistant City Engineer Gaub stated that the preliminary design work and plan for the SCADA system are complete and that staff and the consultant are working on implementation, procurement, and installation. Chairman Wagner asked that it be noted that only the preliminary design is completed in the status. Item 13 – CP1006 – Lakeland Hills Reservoir 6: Member Haugen asked if the project has started. Assistant City Engineer Gaub answered that work was anticipated to start this week. PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 7 Item 16 – CP1005 – South Division Promenade Project: Assistant City Engineer Gaub said that the contract award will come to the Committee for action at the May 16th Public Works Committee Meeting, in response to an inquiry made by Chairman Wagner. Chairman Wagner requested a project information sign be installed for the Promenade Project, similar to the M Street Underpass Project sign. Staff stated that there is an existing sign located south of 2nd Street. Chairman Wagner asked that the sign be moved closer to the intersection of Main Street. Item 22 – CP0803 – 37th Street SE/R Street SE Pedestrian Crossing: Member Haugen asked if work has started on the project. Assistant City Engineer Gaub answered that staff is currently finishing the design work for the project and it is anticipated that the project will advertise for bids in June. Chairman Wagner asked if the crossing will be open when school starts. Gaub said the crossing will probably be finished in late September. Item 21 – C201A – M Street Underpass (Grade Separation): Assistant City Engineer Gaub reported that there are ten total property takes and fifteen partial property takes as part of the project and all of the acquisitions have been agreed to, in response to a question asked by Vice-Chair Peloza. A few of the partial takes are still in the closing process and staff is finishing up relocations. Total properties affected are 25. Chairman Wagner asked that it be included in the project status that the agreements for the properties are in place. Item 27 – CP1024 – AWS and M Street SE Improvements: Vice-Chair Peloza voiced concern that the advertisement is not scheduled sooner than June 2012. Assistant Director/City Engineer Selle discussed the improvements to the intersection that have been completed and stated that staff is currently in the process of eliminating the left turn at the intersection of M Street SE and 17th Street SE to improve safety. Staff is now completing a study of the entire intersection which is scheduled to be completed in Fall 2011. Selle pointed out that there is no funding available for completion of final design or construction at this time. Vice-Chair Peloza asked that the status include the work that has been completed. Chairman Wagner asked about the schedule for construction. Selle restated that the City currently does not have the improvements funded. Item 33 – CP1101 – 2011 Local Street Pavement Preservation: Vice-Chair Peloza asked when work on H Street SE will begin. Assistant Director/City Engineer Selle stated that the street will be rebuilt as part of the 2011 program and that portion of the project is currently in design and is a total rebuild including utility work. The Committee requested more detail be included in the status column for the SOS projects. Assistant City Engineer Gaub said that the Sidewalk Repair project will be brought to the Committee for initiation likely at the next Public W orks Committee Meeting, in response to a question asked by Chairman Wagner. Gaub said that staf f will show the Committee which locations are proposed to be included in this year’s program at that time. Item B – CP0922 – City Hall Plaza Improvements: Chairman Wagner asked why there is so much sand left in the plaza. Assistant City Engineer Gaub said the pavers are set in sand and will have staff look at the pavers to see if the excess sand can be cleaned up. PW.1 Public Works Committee Minutes May 2, 2011 DRAFT MINUTES Page 8 Item E – MS0802 – Airport Re-Roof: Member Haugen asked if this project is moving forward. Vice-Chair Peloza discussed the product that the Airport will be using to try and stop the leaks in the roof and stated that it may save a lot of money. V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:48 p.m. Approved this _______ day of _________________________, 2011. Rich Wagner Jennifer Rigsby Chairman Public Works Department Secretary PW.1 AGENDA BILL APPROVAL FORM Agenda Subject: May 2, 2011 Minutes Date: May 10, 2011 Department: Administration Attachments: May 2, 2011 Finance Committee Minutes Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Finance Councilmember:Backus Staff: Meeting Date:May 16, 2011 Item Number:FN.1 AUBURN * MORE THAN YOU IMAGINEDFN.1 Finance Committee May 2, 2011 - 6:00 PM Annex Room 1 MINUTES I.CALL TO ORDER Chair Backus called the meeting to order at 6:00 p.m. in Conference Room 1 located on the second floor of the City Hall Annex located at One East Main Street in Auburn. A.Roll Call Chair Backus, Vice Chair Lynn Norman and Member Rich Wagner were present. Also present during the meeting were Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Finance Director Shelley Coleman, Public Works Director Dennis Dowdy, and City Clerk Danielle Daskam. Wayne Osborne was also present. B.Announcements There was no announcement. C.Agenda Modifications There was no change to the agenda. II.CONSENT AGENDA All matters listed on the Consent Agenda are considered by the City Council to be routine and will be enacted by one motion in the form listed. A.April 18, 2011 Minutes Vice Chair Norman moved and Member Wagner seconded to approve the April 18, 2011 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. B.Claims Vouchers (Coleman) Claims check numbers 403668 through 404005 in the amount of $2,521,619.67 and three wire transfers in the amount of $217,488.37 and dated May 2, 2011. C.Payroll Vouchers (Coleman) Payroll check numbers 531231 to 531316 in the amount of $299,594.82 and electronic deposit transmissions in the amount of $1,114,098.09 for a grand total of $1,413,692.91 for the pay period covering April 14, 2011 to April 27, 2011. Committee members reviewed the vouchers and briefly discussed claims voucher numbers 403788, 403803, 403852, 403947, 403830, and 403981. Vice Chair Norman moved and Member Wagner seconded to approve the claims and payroll vouchers. Page 1 of 3 FN.1 MOTION CARRIED UNANIMOUSLY. 3-0. III.DISCUSSION ITEMS A.Resolution No. 4706 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute an agreement with Puget Sound Energy, Inc for the purpose of relocating power facilities in advance of construction of the A Street NW Extension(A/B Corridor) (C207A)Project Public Works Director Dowdy explained that Resolution No. 4706 authorizes the Mayor to negotiate and execute an agreement with Puget Sound Energy for the relocation of power facilities in advance of construction of the A Street NW Extension (A/B Corridor) Project. The relocation is necessary to construct the roadway improvements. Director Dowdy stated that the cost of the relocation is approximately $112,000. The resolution was reviewed by the Public Works Committee earlier. B.Resolution No. 4707 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute a Local Agency Supplemental Agreement between the City of Auburn and Washington State Department of Transportation relating to Project No. C207A, A Street NW Extension Public Works Director Dowdy explained that Resolution No. 4707 authorizes the execution of a Local Agency Supplemental Agreement (No. 3) with the Washington State Department of Transportation relating to the funding for Project No. C207A, the A Street NW Extension Project. The supplemental agreement essentially reallocates grant funding that was not used for right-of-way acquisition to the construction phase of the project. Resolution No. 4707 was reviewed by the Public Works Committee earlier. C.Fire Relief and Pension Fund and Other Post Employment Benefits Finance Director Coleman presented the Committee with information on the status of the Fire Relief and Pension Fund and other post employment benefits, primarily consisting of LEOFF 1 active and retired medical and long term care benefits. Finance Director Coleman reported that an actuarial study is performed on the Fire Relief and Pension Fund every two years. As of January 1, 2011, the fund has $2.78 million in assets plus $609,000, present value, in future fire insurance premiums, bringing total assets to $3.389 million. As of January 1, 2011, there is a $272,000 unfunded actuarial accrued liability; however, the liability will be met by the tax revenue from the fire insurance premium tax. Committee members discussed the obligation and impact of the post employment benefits for LEOFF 1. In 2008, the City had an actuarial study performed to determine the Annual Required Contribution (ARC). In 2010, the ARC was $1,712,223. Director Coleman explained that the City can account for the obligation by either setting up an Page 2 of 3 FN.1 irrevocable trust or pay obligations as they occur but accrue the difference between the ARC and the actual amount paid as a liability. Finance Director Coleman recommended that, rather than establish an irrevocable trust, the City consider an internal restriction of funds to be made available to pay the costs in future years. Director Coleman suggested a policy to set aside in the Insurance Fund, the difference between what is budgeted for post employment benefits and the amount paid each year. Director Coleman stated that in 2010 approximately $300,000 in unexpended funds that were budgeted for post employment benefits rolled back in to the fund balance. She suggested that through an upcoming budget amendment, the funds be allocated to the Insurance Fund and set aside for future years to meet the LEOFF liability. Committee members agreed. Member Wagner suggested that Finance Director Coleman present the information on post employment benefits to the Auburn LEOFF Board. IV.ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 6:30 p.m. APPROVED THIS _______ DAY OF MAY, 2011. ___________________________ ______________________________ Nancy Backus, Chair Danielle Daskam, City Clerk Page 3 of 3 FN.1 AGENDA BILL APPROVAL FORM Agenda Subject: Minutes of the May 4, 2011 City Council Meeting Date: May 10, 2011 Department: Administration Attachments: May 4, 2011 City Council Minutes Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember:Staff: Meeting Date:May 16, 2011 Item Number:CA.A AUBURN * MORE THAN YOU IMAGINEDCA.A City Council Meeting May 2, 2011 - 7:30 PM Auburn City Hall MINUTES I.CALL TO ORDER A.Flag Salute Mayor Peter B. Lewis called the meeting to order at 7:30 p.m. and led those in attendance in the Pledge of Allegiance. B.Roll Call Councilmembers present: Rich Wagner, Sue Singer, Nancy Backus, Bill Peloza, Lynn Norman, Virginia Haugen and John Partridge. Directors and staff members present included: Chief of Police Bob Lee, Public Works Director Dennis Dowdy, City Attorney Daniel B. Heid, Planning and Development Director Kevin Snyder, Finance Director Shelley Coleman, Arts and Events Manager Julie Brewer, Economic Development Manager Doug Lein, and City Clerk Danielle Daskam. C.Announcements, Appointments, and Presentations 1.Proclamation - "Police Week" and "Peace Officers Memorial Day" Mayor Lewis proclaimed the week of May 15-21, 2011 as "Police Week" and May 15, 2011 as "Peace Officers Memorial Day" in the city of Auburn. Mayor Lewis urged citizens to join in commemorating law enforcement officers for their dedication to their communities. Mayor Lewis presented the proclamation to Police Chief Bob Lee. Chief Lee thanked Mayor Lewis and Councilmembers for their continued support. Also present were Commander Will Lathrop, Sergeant Dan O'Neil, and Officer Steve Bourdage. 2.Proclamation - "Relay for Life Auburn Days" Mayor Lewis read and presented a proclamation declaring May 13 and 14, 2011 as "Relay for Life Auburn Days" in the city of Auburn to J.D. Drollinger and Tonya Clark. Mr. Drollinger is the Chair of the Great West Division and a member of the National Relay Advisory Committee. Mr. Drollinger thanked Mayor Lewis and Councilmembers for their tremendous support. Mr. Drollinger reported that the Relay for Life event has raised over $5 billion since its inception in 1985. Auburn Relay for Life Chair Tonya Clark invited all to the upcoming Relay for Life event. 3.Holy Family School Students Mayor Lewis recognized eighth grade students from Holy Family School. The members of the student council were in attendance as part of their civics class. Page 1 of 7 CA.A The students were accompanied by Holy Family School Principal Dan Hill. 4.White River Trail Mural Presentation Presentation by artist Rachael Dotson and Auburn Riverside High School students. Arts and Events Manager Julie Brewer introduced Arts Commission Chair Pat Judd and Muralist Rachael Dotson. Ms. Dotson has been serving as the artist in residence at Auburn Riverside High School for the past two months. Ms. Dotson has helped the students design a mural that is in the process of being painted on the 317 foot long cement wall along the White River trail extension. With the use of a PowerPoint presentation, Ms. Dotson reviewed the site, preparation work, and the project to date. The opportunity to create the mural is intended as an educational opportunity as well as to create a sense of ownership and pride for the area. The artwork will transform the large grey concrete wall to a colorful mural design. 5.Parks and Recreation Board City Council confirm the appointment of David Domenowski to the Parks and Recreation Board for a three-year term expiring December 31, 2013. Deputy Mayor Singer moved and Councilmember Wagner seconded to confirm the appointment of David Domenowski to the Parks and Recreation Board. MOTION CARRIED UNANIMOUSLY. 7-0. D.Agenda Modifications There was no change to the agenda. II.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE A.Public Hearings There was no hearing scheduled for this evening. B.Audience Participation This is the place on the agenda where the public is invited to speak to the City Council on any issue. Those wishing to speak are reminded to sign in on the form provided. There was no audience participation. C.Correspondence There was no correspondence for Council review. III.COUNCIL COMMITTEE REPORTS A.Municipal Services Chair Peloza reported the Municipal Services Committee met April 25, 2011. The Committee discussed animal control and rescue and the Auburn Valley Humane Society business plan, the pet licensing program, King County taxicab enforcement, golf course operations, the Copper Falls Restaurant and banquet facilities revenue report, the red Page 2 of 7 CA.A light photo enforcement quarterly report, and the Committee project matrix. The next regular meeting of the Municipal Services Committee is scheduled for May 9, 2011 at 3:30 p.m. B.Planning & Community Development Chair Norman reported the Planning and Community Development Committee met April 25, 2011. Approximately ten Green River Community College environmental studies students attended the meeting. The Committee discussed the North Tapps sewer pump station payback agreement with Prium Development, proposed urban farm animals code amendments, strategy areas for population and employment, Ordinance No. 6342 relating to construction sales tax refund, and the Committee's project matrix. The Committee also held an executive session to discuss pending/potential litigation. The next regular meeting of the Planning and Community Development Committee is scheduled for May 9, 2011 at 5:00 p.m. C.Public Works Chair Wagner reported the Public Works Committee met this afternoon at 3:30. The Committee reviewed several contract administration items including permission to advertise for bids for Project No. 207A, the A Street NW Extension, Consultant Agreement No. AG-C-404 with Roth Hill Inc. related to Project No. CP1103, Tacoma Pipeline 5 Intertie Project, award of contract for Project No. 507B, the Auburn/Pacific Trail (Phase 2), and final pay estimate for Project No. CP0914, the F Street SE Traffic Signal. The Committee also reviewed Resolution No. 4702 authorizing a Payback Agreement with Prium Development for a sewer pump station, Resolution No. 4706 authorizing an agreement with Puget Sound Energy for the relocation of power facilities in advance of construction of the A Street NW extension, and Resolution No. 4707 authorizing a Local Agency Supplemental Agreement between the City and the State Department of Transportation relating to Project C207A, the A Street NW Extension Project. The Committee also discussed the M Street SE Underpass Project informational signage and the capital project status report. The next regular meeting of the Public Works Committee is scheduled for May 16, 2011. D.Finance Chair Backus reported the Finance Committee met this evening at 6:00. The Committee approved claims and payroll vouchers and discussed Resolution No. 4706 authorizing an agreement with Puget Sound Energy for the relocation of power facilities, Resolution No. 4707 approving a supplemental Local Agency Agreement with the State Department of Transportation, and the Fire Relief and Pension Fund and other post employment benefits. The next regular meeting of the Finance Committee is scheduled for May 16, 2011. E.Les Gove Community Campus The Les Gove Community Campus Committee has not met since the last Council meeting. F.Downtown Redevelopment Chair Norman reported the Downtown Redevelopment Committee met April 26, 2011. The Committee received presentations regarding the utility box "sticker" art project and Page 3 of 7 CA.A mural project, which are part of this year's Clean Sweep event. The Committee also discussed the downtown gateway project that is part of the South Division Promenade Project. The Committee's pedestrian kiosk walking tour was postponed until better weather. The next regular meeting of the Downtown Redevelopment Committee is scheduled for May 10, 2011 at 4:00 p.m. G.Council Operations Committee The Council Operations Committee has not met since the last City Council meeting. IV.REPORTS At this time the Mayor and City Council may report on significant items associated with their appointed positions on state, regional and local organizations. A.From the Council Deputy Mayor Singer reported that she attended a research fair at Olympic Middle School targeted for English language learners. Deputy Mayor Singer also reported on meetings she's had with a counterpart from Chengdu, Sichuan Province, China. Deputy Mayor Singer presented Mayor Lewis with an embroidery gift from the City of Chengdu, which is known for its silk embroidery. There are twenty-seven students from Chengdu attending Green River Community College, and the City of Chengdu is interested in forming a sister city relationship with the City of Auburn. Councilmember Wagner reported that he and other Councilmembers attended a Port of Tacoma breakfast reception where the Port discussed the export implications to the area's economy. He also attended the Cities and Schools Forum where plans for the Auburn High School renovation project were outlined and Superintendent Herren's Early Learning initiative was discussed. Councilmember Wagner reported that he hosted Washington State University Institute for Sustainable Design students who are finishing up their projects for the City. Councilmember Wagner reminded that the Council retreat will be held May 12 and 13. The retreat will be focused on transportation funding. Councilmember Partridge reported that he also attended the Port of Tacoma breakfast reception along with other Councilmembers. Councilmember Partridge reported on a meeting with staff to review the Auburn Valley Humane Society plan and the City budget; a full report will be made at the Committee of the Whole meeting later this week. Councilmember Partridge also reported on his attendance at the Auburn Valley Humane Society meeting, a seminar on the Science of Policing, and the annual Auburn Noon Lions Club special needs fishing derby at Mill Pond. Councilmember Norman reported that she and Councilmember Peloza attended the annual Arbor Day event at Veterans Memorial Park. Councilmember Norman also reported that she attended the Green River Community College open house, the Green River Community College Salish Hall blessing by the Muckleshoot Tribe, the Bravo series performance of The 39 Steps, the Auburn Symphony Orchestra performance, and the Cities and Schools Forum. Councilmember Backus reported that she also attended the Port of Tacoma breakfast reception, comedy night at the Auburn Avenue Theater, and the Masonic Lodge school Page 4 of 7 CA.A awards program. Councilmember Peloza reported that he attended the Lower Green Drainage Issues Committee to discuss drainage issues affecting northwest Auburn. Councilmember Peloza also reported that he attended the Auburn Airport Advisory Board meeting, the Cities and Schools Forum, the Auburn International Farmers Market Board meeting, and the Water Resource Inventory Area (WRIA) 9 meeting where members discussed the cost share allocation for 2012. Councilmember Haugen reported that she toured Rita's House, a new Catholic Community Services transitional housing for homeless women. B.From the Mayor Mayor Lewis reported he has been working with Superintendent of Schools Kip Herren on the Superintendent's Early Learning Program for over a year. He is pleased to learn that the program has received national attention and sponsorship. Mayor Lewis also spoke regarding the annual Arbor Day event, the King County Flood Control District and efforts to obtain levee certification, the National Institute of Design award, and Housing and Urban Development funding. Mayor Lewis reminded that Clean Sweep will take place Saturday, May 7. V.CONSENT AGENDA All matters listed on the Consent Agenda are considered by the City Council to be routine and will be enacted by one motion in the form listed. A.Minutes of the April 18, 2011 City Council Meeting B.Claims (Backus/Coleman) Claims check numbers 403668 through 404005 in the amount of $2,521,619.67 and three wire transfers in the amount of $217,488.37 and dated May 2, 2011. C.Payroll (Backus/Coleman) Payroll check numbers 531231 to 531316 in the amount of $299,594.82 and electronic deposit transmissions in the amount of $1,114,098.09 for a grand total of $1,413,692.91 for the pay period covering April 14, 2011 to April 27, 2011. D.Public Works Project No. C207A (Wagner/Dowdy) City Council grant permission to advertise for bids for Project No. C207A, A Street NW Extension (A/B Corridor). E.Public Works Project No. C507B (Wagner/Dowdy) City Council award Contract 11-03, Project No. C507B, Auburn/Pacific Trail Skinner Road/3rd Avenue SE (Phase 2), to Pacific Northwest Earthworks on their low bid of $84,574.00. F.Public Works Project No. CP0914 (Wagner/Dowdy) City Council approve Final Pay Estimate #5 to Contract 10-19 with Travers Electric in the amount of $14,908.73 for a total contract price of $330,503.73, and accept construction of Project No. CP0914, F Street SE / 4th Street SE Traffic Signal. G.Public Works Project No. CP1103 (Wagner/Dowdy) Page 5 of 7 CA.A City Council grant permission to enter into Consultant Agreement No. AG-C-404 with Roth Hill, LLC for Engineering and Construction Services for Project No. CP1103, 132nd Ave SE Tacoma Pipeline 5 Intertie Project. Deputy Mayor Singer moved and Councilmember Wagner seconded to approve the Consent Agenda. Councilmember Haugen expressed opposition to claims vouchers relating to travel, meals and dues. MOTION CARRIED UNANIMOUSLY. 6-1. VI.UNFINISHED BUSINESS There was no unfinished business. VII.NEW BUSINESS There was no new business. VIII.ORDINANCES There was no ordinance for Council consideration. IX.RESOLUTIONS A.Resolution No. 4702 (Wagner/Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute a Payback Agreement for Developer's Extension between the City of Auburn and Prium Development Company, LLC Councilmember Wagner moved and Councilmember Peloza seconded to adopt Resolution No. 4702. MOTION CARRIED UNANIMOUSLY. 7-0. B.Resolution No. 4706 (Wagner/Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute an agreement with Puget Sound Energy, Inc. for the purpose of relocating power facilities in advance of construction of the A Street NW Extension(A/B Corridor) (C207A)Project Councilmember Wagner moved and Councilmember Peloza seconded to adopt Resolution No. 4706. MOTION CARRIED UNANIMOUSLY. 7-0. C.Resolution No. 4707 (Wagner/Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute a Local Agency Supplemental Agreement between the City of Auburn and Washington State Department of Transportation relating to Project No. C207A, A Street NW Extension Councilmember Wagner moved and Councilmember Peloza seconded to adopt Resolution No. 4707. Page 6 of 7 CA.A MOTION CARRIED UNANIMOUSLY. 7-0. X.EXECUTIVE SESSION At 8:40 p.m., Mayor Lewis recessed the meeting for a five minute intermission and then to executive session for approximately thirty minutes in order to discuss pending and potential litigation pursuant to RCW 42.30.110(1)(i). City Attorney Heid, Finance Director Coleman, Public Works Director Dowdy, and Planning and Development Director Snyder were requested to attend the executive session. It was indicated that action may occur as a result of the executive session. At 9:20 p.m., Mayor Lewis extended the executive session an additional ten minutes. At 9:29 p.m., Mayor Lewis extended the executive session an additional fifteen minutes. At 9:40 p.m., Mayor Lewis reconvened the regular meeting. City Attorney Heid read the title of Resolution No. 4701: Resolution No. 4701 A Resolution of the City Council of the City of Auburn, Washington, establishing a moratorium on acceptance of applications for licenses, permits, and approvals for medical marijuana dispensaries Councilmember Norman moved and Councilmember Backus seconded to adopt Resolution No. 4701. MOTION CARRIED UNANIMOUSLY. 7-0. XI.ADJOURNMENT There being no further business to come before the Council, the meeting adjourned at 9:41 p.m. APPROVED THE _____ DAY OF MAY, 2011. _____________________________ ______________________________ Peter B. Lewis, Mayor Danielle Daskam, City Clerk Page 7 of 7 CA.A AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Project No. C410A Date: May 9, 2011 Department: Public Works Attachments: Budget Status Sheet Bid Tab Summary Project Map Budget Impact: $0 Administrative Recommendation: City Council award Contract 11-12, Project No. C410A, 277th Wetland Mitigation Monitoring (Annual) to Nordic Construction, Inc. on their low bid of $48,954.35 plus WA state sales tax of $4,650.66 for a total contract price of $53,605.01. Background Summary: The purpose of this project is to monitor and maintain the wetlands created under the S. 277th St. Reconstruction Project, Project No. PR562, in order to meet permit requirements during the 10 year monitoring period. The project is currently in year 8 of the monitoring period. The City has been working with the Watershed Company and Raedeke Associates to evaluate the performance of the wetlands and to prepare construction and permit documents to address the deficiencies. In 2010, Contract 10-11 was awarded for work that included herbicide treatment, replanting and installation of a temporary irrigation system. Due to high water levels at the site, that contract was cancelled. The strategy for the site has been reassessed and revised construction and permit documents have been prepared. The construction work planned for 2011 includes an herbicide treatment, installation of topsoil, replanting and installation of a temporary irrigation system. The significant changes to the planned work from the 2010 design include eliminating all work on the east side of the creek due to the difficult access, and installation of 8 to18 inches of topsoil in the planting areas in order to create hummocks above the inundated areas. All work is to be on City property. Construction for this project is anticipated to begin in June 2011 and be complete in October 2011. A one-year plant establishment period is included in the contract. During the plant establishment period, the Contractor will be responsible for maintaining the areas replanted under this contract, including replacing dead plants, removing invasive species and operating the temporary irrigation system as necessary to ensure establishment. A project budget contingency of $74 remains in the 102 (Arterial Street) Fund for 2011. Additional funds are anticipated to be required in future years to address the deficiencies of the AUBURN * MORE THAN YOU IMAGINEDCA.D wetland mitigation site. O4.9.1 C410A Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy Meeting Date:May 16, 2011 Item Number:CA.D AUBURN * MORE THAN YOU IMAGINEDCA.D Project No: C410A Title: Project Manager: Leah Dunsdon Project Initiation Initiation Date: _July 19, 2010___ Permision to Advertise Advertisement Date: _April 21, 2011__ Contract Award Award Date: ________ Contract Final Acceptance Monitoring Period FundingPrior Years20112012Future YearsTotal 102 Fund - Unrestricted126,220102,40025,00025,000278,620 Total126,220102,40025,00025,000278,620 ActivityPrior Years20112012Future YearsTotal Design Engineering & Monitoring - City Costs15,6186,0005,000 5,00031,618 Design Eng. & Monitoring - Consultant Costs66,28522,0007,5007,500103,285 Construction Estimate33,2637,5007,50048,263 Construction Contract Bid 53,605 53,605 Authorized Contingency (20%)10,721 10,721 Other - Water Meter Permit Fees6,464 6,464 Construction Engineering - City Costs4,2705,0003,0003,00015,270 Construction Engineering - Consultant Costs3205,0002,0002,0009,320 Total126,220102,32625,00025,000278,546 Prior Years20112012Future YearsTotal 102 Funds Budgeted(126,220)(102,400)(25,000)(25,000)(278,620) 102 Funds Needed126,220102,32625,00025,000278,546 (102 Fund Project Contingency) 0(74)00(74) 102 Funds Required 0 0 0 0 0 102 Arterial Street Budget Status Funds Budgeted (Funds Available) Estimated Cost (Funds Needed) BUDGET STATUS SHEET 277th Wetland Mitigation Monitoring (Annual) Date: May 6, 2011 W0516-2A CA.D W0 5 0 2 - 2 B CA.D W0516-2C CA.D AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Project No. CP0756 Date: May 10, 2011 Department: Public Works Attachments: Budget Status Sheet Project Map Budget Impact: $0 Administrative Recommendation: City Council grant permission to advertise for bids for Project No. CP0756 Lea Hill Pump Stations Decommissioning Phase 2 Background Summary: This project will decommission the White Mountain Trails and Rainier Shadows sewer lift stations and replace existing force main sewer lines with new gravity lines. The new lines will be connected to the new sewer pump station constructed by the Verdana development, located within Kent's jurisdiction on Lea Hill. Phase 1 installed new gravity sewer lines in 124th Avenue SE and SE 304th Street. Phase 2 will install a gravity sewer line in 118th Avenue SE and will connect the new lines to the new Verdana pump station and decommission the White Mountain Trails and Rainier Shadows pump stations. The total phase 2 costs are estimated at $689,305, of which $390,000 is budgeted from bond proceeds, $79,700 is budgeted for the project in the 431 Sewer Fund, and $219,605 is budgeted from the 431 Sewer Repair and Replacement Fund. O4.6.3 CP0756 Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy Meeting Date:May 16, 2011 Item Number:CA.E AUBURN * MORE THAN YOU IMAGINEDCA.E Project No: CP0756 Project Title: Lea Hill Pump Stations Decommissioning Phase 2 Project Manager: Jacob Sweeting Project Initiation Initiation Date: 4/13/2007 (Phases 1 and 2) Permision to Advertise Advertisement Date: Contract Award Award Date: Change Order Approval Contract Final Acceptance Funding Prior Years (Actual)20112012 Future Years Total 431 Fund 2,40577,295 79,700 431 Fund Bond Proceeds 390,000 390,000 431 Fund Repair and Replacement 219,605 219,605 Total2,405686,90000689,305 ** Part of the Sanitary Sewer Facilities Improvement Program *** Part of the Sanitary Sewer Expansion Program Activity Prior Years (Actual)2011 2012 Future Years Total Funds Budgeted (Funds Available) Estimated Cost (Funds Needed) BUDGET STATUS SHEET Date: May 10, 2011 The "Future Years" column indicates the projected amount to be requested in future budgets. Activity (Actual)2011 2012 Future Years Total Design Engineering - City Costs2,40518,000 20,405 Construction Estimate 599,000 599,000 Authorized Contingency (10%)59,900 59,900 Construction Engineering - City Costs 10,000 10,000 Total 2,405686,90000689,305 Prior Years 20082009 Future Years Total *431 Funds Budgeted ( )(2,405)(686,900)00(689,305) 431 Funds Needed 2,405686,90000689,305 *431 Fund Project Contingency ( )0 431 Funds Required 00000 * ( # ) in the Budget Status Sections indicates Money the City has available. 431 Sewer Budget Status W0516-3A 1 of 1 CA.E W0516-3BCA.E AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Project No. CP0920 Date: May 9, 2011 Department: Public Works Attachments: Budget Status Sheet Project Map Budget Impact: $0 Administrative Recommendation: City Council approve Change Order No. 3 in the amount of $106,531.90 to Contract 10-26 with Mountain West Construction, LLC for work on project CP0920, 2009 AC Watermain Replacement. Background Summary: This project will provide for the replacement of 4,600 linear feet of asbestos concrete water main with 470 linear feet of 4-inch and 4,155 linear feet of 8-inch diameter ductile iron water main; replacement of 345 linear feet of storm drainage piping; installation of 1 pressure reducing valve station, air relief valves, and fire hydrants; also replaced are the adjoining water services and appurtenances in the Lea Hill service area. Change Order No. 3 will replace an additional 40% of the affected roads for a full width roadway repair in consideration of the existing pavement failures experienced during construction in this former unincorporated King County area. This change order will rubblize the existing asphalt pavement and reuse the planings for the road base and construct a new 4 inch pavement over the road base. The anticipated completion date of this project is June, 2011. The roads within this project were originally identified as possible candidates for Save Our Streets (SOS) improvements; additional work is based on the existing roadway conditions prior to the waterline construction. Staff believes it is appropriate for the SOS program to share in the pavement restoration costs. A project increase of $106,532 within the 103 Local Streets fund/account will be necessary; however it will not require a budget adjustment since it is anticipated that the budgeted expenditures in the 103 Local Streets fund/account will not be exceeded this year. O4.11.1 CP0920 Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy AUBURN * MORE THAN YOU IMAGINEDCA.F Meeting Date:May 16, 2011 Item Number:CA.F AUBURN * MORE THAN YOU IMAGINEDCA.F Project No: CP0920Project Title: 2009 AC Water Main Replacement Project Manager: Robert Lee Project Initiation Initiation Date: _2/7/2010_ Permision to Advertise Advertisement Date: _11/30/2010_ Contract Award Award Date: _12/20/2010_ Change Order Approval Contract Final Acceptance Funding Prior Years 20102011 Future Years Total 430 Fund - Water Repair and Replacement0020,000020,000 430 Fund - Water Bond7,02368,505924,47201,000,000 432 Fund - Storm Drainage Utility0050,000050,000 103 Fund - Local Streets**00000 Total7,02368,505994,47201,070,000 **These funds are a portion of the 2011 Save Our Streets Program Activity Prior Years20102011Future Years Total Design Engineering - City Costs7,02359,4000066,423 Design Engineering - Consultant Costs08,576008,576 Construction Contract Bid 00713,8320713,832 Change Order #1 00 (110)0 (110) Change Order #2 0010,396010,396 Change Order #3 00106,5320106,532 Authorizied Contingency (10%)0071,383071,383 Construction Engineering - City Costs052835,000035,528 Construction Engineering - Consultant Costs002,25002,250 Total7,02368,505939,28301,014,811 Prior Years20102011Future Years Total *103 Funds Budgeted ( )00000 103 Funds Needed 00106,5320106,532 *103 Fund Project Contingency ( )00000 103 Funds Required 00106,5320106,532 Prior Years20102011Future Years Total *430 Funds Budgeted ( )(7,023)(68,505)(944,472)0(1,020,000) 430 Funds Needed 7,02368,505889,2830964,811 *430 Fund Project Contingency ( )0 (0)(55,189)0(55,189) 430 Funds Required 00000 Prior Years20102011Future Years Total *432 Funds Budgeted ( )00 (50,000)0(50,000) 432 Funds Needed 0050,000050,000 *432 Fund Project Contingency ( )00000 432 Funds Required 00000 * ( # ) in the Budget Status Sections indicates Money the City has available. 432 Storm Drainage Budget Status 430 Water Budget Status BUDGET STATUS SHEET Date: May 9, 2011 103 Local Streets Budget Status The "Future Years" column indicates the projected amount to be requested in future budgets. Funds Budgeted (Funds Available) Estimated Cost (Funds Needed) H:\PROJ\CP0920 2009 AC Watermain Replacement\Budget\CP0920 BudgetStatusSheet.xls1 of 1W0516-6A CA.F W0516-6BCA.F AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Project No. CP1005 Date: May 10, 2011 Department: Public Works Attachments: Budget Status Sheet Bid Tab Summary Project Map Budget Impact: $0 Administrative Recommendation: City Council award Contract 11-08, Project Number CP1005, South Division Street Promenade project, to Johansen Excavating, Inc. on their low bid of $4,054,501.80 plus WA state sales tax of $40,409.53 for a total contract price of $4,094,911.33. Background Summary: The project includes the reconstruction of South Division Street between W/E Main Street and 3rd St SW/SE including constructing approximately 1,300 LF of new asphalt, cement concrete, and pervious concrete roadway pavements, installing pedestrian crosswalks, cement concrete and concrete paver sidewalks, street trees and tree grates, landscaping and irrigation, street furniture, pedestrian/street lighting, City-owned fiber conduits, and aesthetic treatments at the intersections of 2nd Street/South Division Street, 1st Street/South Division Street, and at Main Street/South Division Street, all in accordance with the City's Promenade plan and the adopted Downtown Sidewalk Guidelines. In addition, the project includes constructing approximately 1,660 LF of sanitary sewer lines, 1,720 LF of water mains, 1,000 LF of storm drainage improvements, including 705 LF of a storm detention facility and approximately 4,700 SY of infiltration area, constructing a gateway arch, installing a new decorative traffic signal at the intersection of South Division Street and W/E Main Street, and coordinating with private utilities regarding undergrounding of power facilities and relocating gas facilities. Project construction is anticipated to begin in June 2011 and be completed by March 2012. A project budget contingency of $1,276,299 remains in the Local Revitalization fund. A project budget contingency of $874,160 remains in the EDA fund. O4.9.1 CP1005 Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy Meeting Date:Item Number: AUBURN * MORE THAN YOU IMAGINEDCA.G May 16, 2011CA.G AUBURN * MORE THAN YOU IMAGINEDCA.G H:\PROJ\CP1005-S. Division Promenade\Budget\Promenade - BudgetStatusSheet.xls1 of 1 Project No: CP1005Project Title: Project Manager: Ryan L Vondrak Consultant Agreement Initiation Date: April 14, 2010 Project Update Advertisement Date: February 22, 2011 Contract Award Award Date: ___________ Change Order Approval Contract Final Acceptance Funding Prior Years 20102011 2012 Total Local Revitalization Funds (LR) - Bonds644,8554,555,1455,200,000 EDA Grant 395,2342,604,7663,000,000 Total 01,040,0897,159,91108,200,000 Activity Prior Years 20102011 2012 Total Design Engineering - City Costs 65,34842,748108,095 Design Engineering - Consultant Costs974,741104,4271,079,168 Construction Contract Bid 4,094,9114,094,911 PSE (Power and Gas) Costs 350,102350,102 Authorized Contingency (5%)204,746204,746 Construction Engineering - City Costs 155,000155,000 Construction Engineering - Consultant Costs 57,51957,519 Total 01,040,0895,009,45206,049,541 Prior Years 20102011 2012 Total *LR Funds Budgeted ( )0(644,855)(4,555,145)0(5,200,000) LR Funds Needed 0644,8553,278,84603,923,701 *LR Fund Project Contingency ( )00(1,276,299)0(1,276,299) LR Funds Required 00000 Prior Years 20102011 2012 Total *EDA Funds Budgeted ( )0(395,234)(2,604,766)0(3,000,000) EDA Funds Needed**0395,2341,730,60602,125,840 *EDA Fund Project Contingency ( )00(874,160)0(874,160) EDA Funds Required 00000 * ( # ) in the Budget Status Sections indicates Money the City has available. ** Assumes the City receiving 38% of the total eligible project costs. Estimated Cost (Funds Needed) EDA Funds Budget Status BUDGET STATUS SHEET South Division Street Promenade project Date: May 10, 2011 The "Future Years" column indicates the projected amount to be requested in future budgets. Funds Budgeted (Funds Available) LR Funds Budget Status W0516-4A CA.G W0 5 1 6 - 4 B CA.G W0516-4CCA.G AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Project No. CP1011 Date: May 9, 2011 Department: Public Works Attachments: Budget Status Sheet Final Pay Estimate Project Map Budget Impact: $0 Administrative Recommendation: City Council approve Final Pay Estimate No. 6 to Emergency Contract 10-16 in the amount of $1,059.21, for a total contract price of $160,895.37, with R. L. Alia and accept construction of Project No. CP1011, Tacoma Pipeline 5 B St NW Intertie Project. Background Summary: As a result of concerns regarding the City's ability to meet its peak water demands and fire flow requirements, Resolution 4621 was signed into effect on July 6, 2010 authorizing emergency contracting measures. In July 2010 the City solicited quotes for this emergency project and awarded the contract to R.L. Alia. This project constructed a connection from Tacoma Public Utilities (TPU) 60-inch Pipeline 5 at the existing turnout to the City's 16-inch transmission main located on the west side of B Street NW. The project included connecting to the existing 12-inch valve provided by TPU, installing a pressure reducing valve (PRV) station, connecting to and from the PRV station, and associated improvements for a sump pump, power and telemetry. A project budget contingency of $70,342 remains in the 430 (Water) fund. O4.11.1 CP1011 Reviewed by Council Committees: Public Works Councilmember:Wagner Staff:Dowdy Meeting Date:May 16, 2011 Item Number:CA.H AUBURN * MORE THAN YOU IMAGINEDCA.H Project No: CP1011Project Title: Tacoma Pipeline 5 B St. NW Intertie Project Manager: Leah Dunsdon Project Initiation Initiation Date: May 17, 2010 Permision to Advertise Date: May 6, 2011 Advertisement Date: _Emergency Project_ Contract Award Award Date: _Emergency Project _ Change Order Approval Contract Final Acceptance The "Future Years" column indicates the projected amount to be requested in future budgets. Funds Budgeted (Funds Available) Funding Prior Years 20102011 Future Years Total 430 Fund **452,72195,000547,721 Total 452,72195,000547,721 Estimated Cost (Funds Needed) Activity Prior Years 20102011 Future Years Total Design Engineering - City Costs 37,491 37,491 Design Eng. - Consultant Costs - TSI 25,000 25,000 Design Eng. - Consultant Costs - Corrpro1,150 1,150 Procurement of PRV System 87,385 87,385 Procurement of Control Panel Hardware & Field Equipment 21,193 21,193 Construction Contract - TSI (assembly of Control Panel Hardware & programming)25,7306,43332,163 Construction Contract Bid 154,93141,738196,669 Change Order #1 2,738 2,738 Line Item Changes (38,512)(38,512) Construction Engineering - City Costs 19,25715,00034,257 Other - Tacoma Meter Connection 66,700 66,700 Other - Department of Health 1,626 1,626 Other - Easement(s) Purchase 9,520 9,520 Total 452,72124,659477,379 430 Water Budget Status Prior Years 20102011 Future Years Total *430 Funds Budgeted ( )0(452,721)(95,000)0(547,721) 430 Funds Needed 0452,72124,6590477,379 *430 Fund Project Contingency ( )0(0)(70,341)0(70,342) 430 Funds Required 00000 * ( # ) in the Budget Status Sections indicates Money the City has available. ** This project does not include System Development Charges or Water Purchase Costs. BUDGET STATUS SHEET H:\PROJ\CP1011-Tacoma Pipeline 5 B St Intertie\Budget\CP1011-BudgetStatusSheet.xls1 of 1 W0516-5A CA.H W0 5 1 6 - 2 B CA.H W0 5 1 6 - 2 B CA.H W0 5 1 6 - 2 B CA.H W0 5 1 6 - 2 B CA.H W0516-2CCA.H