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HomeMy WebLinkAbout07-05-2011 ' .. . _ . : � . - . � �* Public Works Cor�mittee C11Y OF, -.�`.' R � July 5, 2011 - 3:30 PnA . Annex Roorn 2 wnsH��+cTC�N: MINIJTES I. CALL TO ORDER - A. RoII Call ' � Chairman Wagner, Vice-Chair Bill Peloza, and Member Haugen were � present. Also present during the meeting were: Mayor�Pete B. Lewis, � , Councilmember John Partridge, City Engineer%Assistant Director.Dennis Selle, , _ Assisfant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Maintenance and Operations Engineer Randy Bailey; Traffic Engineer Pablo Para, - ; Tcansportation Planner Joe Welsh, Project Engineer Robert Lee,"Street Systems Engineer Seth WicKstrom, Project Engineer Leah Dunsdon, Project Engineer "_ Jacob.Sweeting, Storm Drainage Engineer Tim Carlaw, Finance Director Shelley Coleman, and Public Works Secretary Jennifer Rigsby. ' Members of the public in attendance included: Wayne Osborne and Largo Wales. -B. Announcements � C. Agenda Modifications There were no agenda modifications. IL CONSENT AGENDA � A. Approval of Minutes (Dowdy) � Councilmember Peloza:moved and Councilmember , Haugen SeCOnded to Approve the Public Works Committee Meeting minutes for date, June 20, 2011. � . . - Motion Garried Unanimously: 3-0. B. Right-of-Way Use Permit No: 11-10 (Welsh) - Councilmember Peloza moved and Councilmember � Haugen seconded to Approye Right-of-Way Use Permit No. 11-10 for the . Rottle's Annual Sidewalk�Sale. Page 1 of 11 Transportation Planner Welsh stated that the.applicant, Rottle's Department Store, has requesfed to use`the B Stree# Plaza, befween E Main Street and the . Safeway parking lot,for their annual sidewalk sale to be-held on July 22-24, 2011. The street will not be�closed and fraffic will not be impacted. Motion Carried Unanirriously. 3-0. C. Public Works Project No. CP1108 (Lee) Councilmember Peloza moved and Councilmember . Haugen seconded fo Approve that the Committee recommend the City Council grant permission to advertise for 6ids for Project No: CP1108, City Wide Storm � . Pond Cleaning. - Project Engineer Lee stated that the scope of the project includes cleaning of ` storm detention ponds which is over and above the level of mainfenance normally provided by the City. Chairman Wagner asked if the project is included in the budget. Lee answered.thaf if is within the proposed.storm drainage repair and replacement program budget for 2011. Chairman Wagnec asked how often the storm ponds require this more intensive - , maintenance. Assis#ant Director/City Engineer Selle answered that it depends on how much silt build'up there is and this is the first time this type of maintenance has been performed on_these proposed facilities since they were constructed. ' Chairman Wagner asked if the bids are based on the cubic.feet of sediment thaf needs to be removed or square footage of the pond. Project Engineer Lee said that the cost is based on the amount of sediment thaf needs to be removed and the overall area of the facility, including_mowing the outer and inner areas of the � pond. . � Motion Carried Unanimously. 3-0. D. Public Works Projecf No. CP0803 (Dunsdon) Councilmember Peloza moved and Councilmember _ . . . Haugen seconded to Approve that the Committee recommend the City Council grant permission to advertise for bids for Project CP0803—37th Street SE/R Street SE Pedestrian Connector. � Project Engineer Dunsdon explained that the original grant was not initially .. � intended to be used for Project No. CP0803, but was transferred to.this project � when the original project encountered scope problems. Staff had anticipated that additional funding would be needed for this trail project, in response to a question asked by Chairman Wagner. � �. Page 2 of 11 Dunsdon stated that pervious pavement is being used in the project and there is � replacement of fencing and new lighting included in the scope of the project, which add'#o,the costs of the project, in responsesto,questions asked by Chairman Wagner regarding the project's budget..Assistant Director/City Engineer Selle.pointed out that this,project will include pervious asphalt which will be the first time the material will be used in the City. Member Haugen asked how many lights are included in the project's � scope. Project Engineer. Dunsdon answered that the current design calls forfour lights. Member Haugen asked about the trail's proximity.to the river. Dunsdon ;- answered that the trail is several hundred feet away from the White River. � Motion Carried Unanimously. 3-0. E. Public Works Project No. C410A (Dunsdon) - Councilmember Peloza moved and Councilmember � � Haugen seconded to ApproVe that the Committee recommend the City Council approve Change Order No. 1.to Contracf No. 11-12 for Project No. C410A, 277th. . ' Street Wetland Mitigation Monitoring. `: The Committee and Pr`oject Engineer Dunsdon reviewed the project's budget � . � -stafus sheet. � � , � Motion Carried Unanimously. 3-0. F. Public Works Project No. CP0916 (Sweeting) Councilmember Peloza moved and Councilmember � Haugen seconded to�Approve as amended . The Committee recommend'ed ` � the City Council grant permission to advertise for bids for Project No. CP0916, . . . West Valley HigHway Improvements, amended, without the incentive clause. . . - Project Engineer Sweeting distributed an exhibit of the project's final design to the Gommittee: Sweeting reviewed the summary of improvements included in the project's scope. � Chairman Wagner asked about guardrails. Project Engineer Sweeting said that . guardrails a�e included in the design on the east side of West Valley Highway, . where the slope is steeper: � � Chairman Wagner,asked what.the factor was in determining where the sidewalks - end. Sweeting stated that the sidewalk-will�extend�from the Yahn and Sons Funeral Home property at W Main Street and West Valley Highway soath to the limits of the City:Right-of=Way. In order to construct sidewalks further south, into . � . the Washington State Department of Tran.sportation's (WSDOT) limifed access . area, staff would have to �equest a variance from the State to�install a pedestrian facility. . Page 3 of..�� Project Engineer Sweeting said that staff is requesting permission to advertise for the project;because acJvertisement for construction needs to begin in the next two � , to three weeks.in order to complete construction this year. Staff is still waiting.for a permit from.the Army:Corps the Engineers (the Corps), which is expected to be , issued in the next few weeks. Sweeting explained that if the�permit is delayed the. � projecf construction will need to be postponed until next year due to the impact of weather conditions on the lengtfi of the road closure. Project Engineer'Sweeting stated that the project will not be advertised until the permif from the Corps is obtained and that this is a requirement of the Transportation Improvement Board (TIB) Grant. Assistant DirectorlCity fngineer Selle stated that the Co�ps has given an indication that the permit will be � . issued. Mayor Lewis stated that once the City Council grants permission to � advertise the project, tfie Corps will be provided copies of the approvaL , � Project Engineer Sweeting reviewed the detour route for the project at the request of Chairman Wagner. The detour will extend from West Valley Highway at Main Street to C Street SW/NW, then south to 15th Streef SW and back to West Valley � Highway. There will also be signs on SR 167 at the 15th Street on ramp to encourage drivers to remain on SR 167 as well as signs on SR 18 warning of the closure. Chairman Wagner asked for additional explanation of the incentive proposal. Project Engineer Sweeting stated that shortening the duration of the - road closure would be better for the public and the duration could be shortened if.,. . " the contractor decided to work double shifits or structures the construction in a � more efficient manner and contractors typical do not do that unless there is an - incentive. Sweeting stated that offering incentives has been successful in the past.The incentive proposed for Project No. CP0916 is $10,000.00'per day for up , to 14 days, or$140,000:00, to shorten the duration by 2 weeks. Chairman Wagner stated that shortening the 8 week long closure by only 14 days rnay not be worth _ the cost of the incentive. The Committee.and staff discussed the:pros and cons of the proposed incentive:`The Committee came to a concurrence that the incentive would not be a great enough benefit to the citizens of Auburn for the cost. Motion Carried Unanimously. 3=0. � G. Public Works Project No: C201A (Sweeting) Councilmember Peloza moved and Councilmember Haugen seconded to Approve that the Committee recommend the City Council awacd Contracf Na 11-17 to Buckley Recycle Center lnc. for Project No. C201 A, M Street Underpass Project— Residential Buildings Demolitior�. Project Engineer Sweeting stated that the residential properties that the City has purchased on M Street SE are ready to be demolished along with the residential structure in Cedar Lane Park. � - - Vice-Chair Peloza asked if the 70%goal for recycling materials is included in the Page 4 of 11 contract. Sweefing confirmed that a 75% goal is included in Contract No..11= 17. Project Engineer Sweeting poinfed out that the contractor is a recycling center. Motion Carried Unanimously. 3-0. J H. Public Works Project No. CP1002 (Wiekstrom) Councilmember Peloza moved and Councilmember Haugen seconded fo Approve that the Committee recommend the City Council approve.Change Order Na 1 to Contract No._ 10=13 for work on Projecf No. . CP1002, 2010 Local Street Pavement Preservation Project. Sfreet Systems Engineer Wickstrom said that Change Order No. 1 is for the 2010 Local Street Pavement Preservation Project and not the 2011 project, in response . : to a question asked by Chairman Wagner: Motion Carried Unanimously. 3-0. . IIL RESOLUTIONS - A. ` Resolution No. 4718 (Bailey) - " A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor,to Execute a Cooperative Purchasing Agreement with Houston-Galveston Area Council for the Purpose of Purchasing � General Supplies and Equipment � Councilmemtier Peloza moved and Cou.ncilmember - � � � Haugen seconded to Approve that the Committee recommend the City Council . adopt Resolution No: 4,7.18. " Maintenance and Operations Manger Bailey was present There were no questions from the Committee.Vice-Chair Petoza spoke in favor of . ' the agreement wherein the City is a member of the National League of Cities � (NLC), thus, this is a direct benefit of kiening a member. Motion Carried Unanimously. 3-0. B. Resolution No. 4719 (Bailey) � A Resolutoin of the City Council of the City of Auburn, Washington; Authorizing the Mayor to Execute a Cooperative Purchasing Agreement with the U.S: Communities for the Purpose of Purchasing General Supplies and Equipment � Councilmember Peloza moved and Councilmember Haugen seconded to ApproVe that the Committee recommend the City Gouncil adopt Resolution No. 4719. ' Page 5 of 11 There were no questions from the.Committee. � Motion Carried Unanimously. 3-0. C: Resolution No. .4723 (Wickstrom) A Resolution of the City Council of the City of Auburn; Washington, Authorizing the Mayor to Award and Execute an Agreement with the Lowest Responsible Bidder for Construction of the Public Works Confracf Number 11-09 for Project CP1101, 2011 Local Street Pavement Preservation Project - Phase 1 Councilmember Peloza moved and Councilmember Haugen seconded to Approve that the Committee recommend the City Council , adopt Resolution No. 4723: Street.�Systems Engineer Wickstrom stated that the bid opening was held on . Thursday, June 30, 2011 and distributed the'bid totals summary to the Committee. �Wickstrom reported that the bid came in approximately $150,000.00 below,the � .engineer's estimate. Street Systems Engineer,Wickstrom explained that staff still . needs to complete the background checks on the contractor and that is why permission for the Mayor to award the contract is necessary. � Motion Carried Unanimously. 3-0. D. Resolution No. 4725 (Repp) _ . A Resolution of the City Council of the City of Auburn, Washington, Authorizing ttie Mayor-and City Clerk to Negotiate and Execute a Purchase Agreement with Covington Water District an'd King County Water District #111 " � Councilmember Peloza moved and Councilmember � Wagner seconded'to APprove that the Committee recommend the City Council _ adopt Resolution No..4725. � Utilities Engineer Repp said that staff prepared a cost estimate for constructing the same line and the estimate range was$393 - $342 per lineal foot. The - Covington Water District and King County Water District#111 made an offer to sell their existing water main on 132nd Avenue SE for the price of$400 per lineal foot. Using the City's cost estimate, City staff negotiated a sale price of$350 per lineal foot plus tax for a tofal„of approximately $472;000.00. Utilities Engineer Repp discussed the benefits of purchasing a preexisting water - main versus constructing a_new main with the Committee. Chairman Wagner asked what the water distriets used the water main for in the - past. Repp answered tliat the districts eonsfructed the pipeline as part of the � , _ Page 6.of 11 improvements th�af needed to get water up to.Lea Hill when they entered the � . . agreement to purchase water from the City. � Utilities Engineer Repp.discussed the long ferm implications purchasing the . pipeline would have fo the water system plan and operation. Chairman Wagner asked if City standards were used when the pipeline was constructed. Assistant Director/City Engineer Selle answered the disfricts' standards are very similar to the City's and the City was involved in review and construction of the project,because it was a joint project. Vice-Ghair Peloza asked about the age of the pipeline. Repp answered that the line in 15 years old and a pipeline lif�e is anticipafed to be 80- 100 years. Utilities Engineer Repp responded to questions asked by Vice-Chair Peloza regarding the cosfs that were included when calculating the cost estimate , pcepared by the City. Assistant Director/Cify Engineer Selle stated that the cost of purchasing the existing pipeline would be about the same cosf if'the City : constructed a new pipeline plus there would be no risk of construction or � disruption of traffic. Purchasing the.existing line will also minimize the � , environmental impact because there would be no new construction. Member Haugen asked if the pipeline was constructed when the City entered into the agreement to sell water to King County VVater District#111. Repp confirmed that to be correct. ✓ Member Haugen stated that she was against"selling water the Water District#111 �' - � and would be voting against the adoption of Resolution No. 4725 because of that. � Motion Carried. 2=1. Those voting no: Haugen . � IV. DISCUSSION ITEMS _ A. Ordinance No:.6362 (Coleman) _ � � An Ordinance of the City Council of the City of Auburn, Washington, Amending Ordinance, No. 6339, the 2011 2012 Biennial Budget Ordinance - as Amended by Ordinance No. 6351��and Ordinance No. 6352 Authorizing " � Amendment to the City of Auburn 201'1-2012 Budget as Set Forth in � Scheudle "A" . Finance Director Coleman stated that the primary purpose.of Budget Amendment . 3 is to carry forward the2010 ending fund balances for 2011. These adjustments- = are usually made this time of year, following the,conclusion of the State audit. The Committee and Finance Director Coleman discussed the change in format of � the Summary of Budget Adjustments by Fund spreadsheet. _ Chairman Wagner asked_what caused the Iower King County Metro wastewater Page 7 of 11� , treatment services rates.finance Director Coleman explained that the budget was based on the number of customers and Metro's four quarter rolling rate average and the seryices rates will probably be higher next year. Vice-Chair Peloza asked if the Defensive Driving Program, listed as a General � . Fund line item on page 92, is for City employees, Coleman answered that the program is not an employee program; it is a new Court program. Chairman Wagner asked if the policy of keeping the ending balance of the 102 Arterial Streets Fund as Jow as possible is being.followed. Coleman stafed that the � ending balance in the fund reflects the funds that .were moved info the account for capital projects. For example,:Transportation Impact Fees and transferred into the . account as projects are budgeted. The 102 fund also includes grant monies and . � fuel taxes. Finance Director Coleman confirmed that there is not a lot of funds that go into the 102 fund without having a project associated with them, in response to � a questions asked by Chairman Wagner. � Finance Director Coleman verified that monies in the 105 Arterial Street : � Preservation Fund comes from the utility tax antl that is the only source of revenue for that fund; in response to a question asked by Chairman Wagner. - Chairman Wagner asked if staff tracks the delinquent payments to the 121 Business Improvement Area Fund and if those amounts are significant. Coleman answered that the delinquent payments and the amounts are more than 10%of - the total fund balanee. Mayor Lewis stated that some of the delinquencies are from businesses that are no longer in business. Coleman stated.fhat the delinquent accounts for businesses still'in business are handled by Code � . Enforcement. - _ Member Haugen asked if there is an average amount that businesses pay to the � Business Improvement Area Fund. Finance Director Coleman answered that the payment amount depends on the business's square footage and the average - payment is probably between $500.00 and $1000.00. Chairman Wagner asked �_ . how m_any accounts there are. Coleman answered approximately 200 accounts. , Chairman Wagner asked how much of the 122 Cumulative Reserve Fund is � dedicated. Finance Director Coleman ans"wered that some of the funds are � dedicated to the Auburn Environmental Park P"rojeet (AEP) and the remainder of � the funds are not dedicated. Chairman Wagner'asked how much of the 2010 Annex A&B Bond De6t Fund : revenues are paid by the utilities as rent for their space. Coleman answered that the amount is currently budgeted at$750,000.00 and that the total debt service � payment is reflected on the spreadsheet. � Chairman Wagner commented that the amounts in the enterprise funds will � . _ change dramatically dueto the utility bond money. Coleman confirmed that to.be _ . Page 8 of 11 correct. _ Finance Director Coleman said that a lot of the monies in the 435 Airport Fund will be spent on maintenance at the airport, in response to questions asked by , Chairman Wagner. Chairman Wagner asked if any fund would be used to replace the storm line on 30th Street. Coleman answered that she does not expecf any airport'funds to be used on that storm pcoject. The Committee discussed the robustness of the 437 Golf Course Fund. Mayor . � - . Lewis stated the City needs two strong years to'improve the condition of the fund. Chairman Wagner asked ifthe 518 Information Services Fund was being lowered as has been discussed by the Gommittees and Council in the pasf. Finance . _ Director Coleman answered that the fund is being drawn down and the goal is to . lower it to approximately$1 M. Mayor Lewis spoke about the state of the City's budget and stated that staff is ' � going to continue to over estimate expenses and under estimate,income at this time due to the flux of the current economy. B. Storm Drainage Comprehensive Plan"Update (Carlaw) � - . Storm Drainage Engineer Carlaw,presented the proposed update to Capital . - Improvements Project (CIP) #13; Relieve 30tfi Street NE Area Flooding, in the . � � Comprehensive Storm Drainage Plan (CSDP)to the Committee. � Staff`completed the monitoring and additional modeling with calibration. Staff confirmed that there issome flooding along the 30th Street Corridor about every 2-3 years. Staff also investigated adding potentially C Street drainage on the north , � end of the City: Storm Drainage Engineer Carlaw stated that the proposed update also addresses flooding which is currently experienced in the vicinity of I Street NE, near the western edge of the City. The area was formerly not included in the CSDP. . . ' Project#13 will consist of three phases. The first phase would address flooding along.30th Street NE. The second phase would address the flooding adjacent to I Street NE and the thircl phase.would address flooding on C Street NE, near 37th Street NE. Chairman Wagner suggested that Phase 2 of the project may be scheduled for a - later year since the�e may be major changes made tothe I Street Corridor in the � near future. Storm Drainage Engineer Carlaw stated that Phase 2 may be delayed , � at the recommendation of the Committee. Mayor Lewis asked if there would be � negative consequences to delaying Phase 2 of'the project. Assistant Director/City Engineer Selle responded that this project is being proposed.to be;included in the � . Comprehensive Plan so the project can be planned for in'the futare and the less . , critical phases of the project could be deferred to a later time. . _ Page.9 of 11 Vice-Chair'Peloza asked if�phase 1 wi(I'help to improve the conveyance for storm , . � water from the airport. Assistant Direcfor/City Engineer Selle confirmed that is � correct. . Chairman Wagner asked if the airport stgrm drainage inventory will be used during the design of`phase 1: Storm Drainage Engineer Garlaw verified that is correct. Storm Drainage Engineer Carlaw asked`if the Committee would like:to continue to plan fgr phase 2 for.2014.The Committee and staff discussed development of the I Street Corridor:-Assistant Director/City Engineer Selle pointed out thatthe RPG property being considered for development is further north than the vicinity of phase 2 of the project�Vice-Chair Peloza asked if phase 2.will relieve flooding for � Aubum citizens' properties. Carlaw answered that it would. Vice-Chair Peloza � stated that he would preferto keep phase 2 planned for 2014. Chairman Wagner agreed. . � The Committee and staff discussed the project's proposed schedule. Assistant _ Director/City Engineer Selle;explained,that staff.is:currently working on utility projects that are being funded by bond monies and once those projects are . complete staff will begin work on the other identified priority capital improvements. � � Chairman Wagner`suggested planning for phase 1 and phase 2 to be completed � concurrently: The Committee supported Chairman Wagner's suggestion. Assistant � ;' ; � Director/City Engine�er,Selle spoke about how Project:#13 will be incorporated into _ - the entire CIP and included with all of the other storm drainage improvement p�ojecfs. The Committee and staff agreed,to leave'the project scheduled as it is � , until utility bond projects are complete and Project#13 can be incorporated into the CIP. � , Storm Drainage Engineer.Carlaw answered questions asked by Vice-Chair Peloza , - regarding the condition of the storm pipes in;30th Street. . - ,.: - Assistant Director/Ciiy=Engineer Selle answered questions asked by Ghairman , Wagner about the Project'Cost Summary for 6-Year and 20-Year CIP - spreadsheet. � � The Committee supports the proposal. Storm Drainage Engineer Carlaw stated ' that the proposal will be brought fo the Committee in its final form for approval in Fall 2011. C. Capital Project Stafus Report (Gaubj . � Item 21 —CP0909—Academy Booster Pump Station: Chairman Wagner asked if'� the pump.station will increase capacity:Util�t�es Engineer Repp statecl that the ' project will:increase:the area.that can be ser.yed with Gity water. ' , - . Item 22—CP0915—Well 1 Improvements: Chairman Wagner-asked if staff and - . Page 10 of 11 the Committee had agreecl to review�whether or not.to continue with the Well 1 project following the agreeriment.to.purchase water from the City ofiTacoma. Mayor Lewis stated,that.one of the things Gouncil discussed is that the City may have good water purchase agreements but the least expensive source of water is to bring the City's own wells to as full a capacity as possible. Mayor Lewis stated that he supports moving forwa�d with the project. � . Utilities Engineer Repp pointed out that the water supply needed to meet the projected demand does include Well 1 as well as the purchase of wafer from the interties.`The plan to meet demand also includes improvements to Coal Creek � Springs and�other City so�urces. The overall water�supply strategyof the City,is to maximize existing water sources and being able fo take water from the interties. . Chairman Wagner agreed that the We0 1 project should keep moving forward. - � - . Item 26-CP1024-Auburn Way South and M Street SE Intersection Improvements: Mayor Lewis informed the Committee that there would be a . presentation regarding the project at the City Council Meeting. . - � ltem C— MS1003 --Airport Storm Water lnventonr: Chairman Wagner asked about the recommendations. Assistant City Ehgineer Gaub answered that the . ` report was an inventory of the storm drainage system:and the next step for staff is _ reviewing that report to determine what projects may be needed at/near the airport to make improvements. Gaub stated that the storm projects previously discussed by the Committee for the Comprehensive Plan update did take into account the report findings. � . The Committee and staff discussed how storm water projects at the airport are paid for. Utilities Engineer Repp stated that the improvements made at the airport and improvements to the City system are funded separately. Assistant Director/City Engineer Selle stated that the improvements to the overall system and the airport are coordinated efforts. - The Committee and staff discussed bringing plans for airport storm improvements to be reviewed be the Public Works Committee. V. ADJOURNMENT ' There"being no further business to.come before the Public Works Committee, the meeting was adjourned at 4:49 p.m: . Approved this,�day of" , 20 f�. , Rich Wagner nnifer sby Chairman Public Works Departmen ecretary . Page 11 of 11 ,