HomeMy WebLinkAbout11-07-2011 n.noF * , —*; • Public Works Committee
November 7, 2011 - 3:30 PM
Annex Room 2
wnsri�NCTON MINUTES
I. CALL TO ORDER
Chairman Rich Wagner called the meeting to order at 3:30 p.m. in Conference
Aoom #2, located on the second floor of Auburn City Hall, One East Main Street,
Auburn, Washington.
A. Roll Call
Chairman Wagner; Vice-Chair Bill Peloza, and Member Haugen were
present. Also present during the meeting were: Mayor Pete B. Lewis, Pubiic
Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis
Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp,
Traffic EngineerPablo Para, Finance Director Shelley Coleman, Financial
Planning Manager Martin Chaw, Planning Director Kevin Snyder, VNater
Utility Engineer Cynthia Lamothe, Engineering Aide Amber Mund, Project
Engineer Ryan Vondrak, Project Engineer Ryan Vondrak, Project Engineei
Leah Dunsdon, CityAttorney Dan Heid, Risk Manager Rob Roscoe, and
Public Works Secretary Jennifer Rigsby.
Members of the public in attendance included: Roger Tucker from
Environmental Works, Myla Montgomery and Joanne Norman from Terry
Homes, and Citizen Wayne Osborne.
B. Announcements
There were no announcements.
C. Agenda Modifications
There were two modifications to the agenda adding one Resolution for
action and three discussion items.
II. CONSENT AGENDA
A. Approval of Minutes
Councilmem6er Peloza moved and Counc'ilmember
Haugen seconded to Approve the Public Works Committee Meeting
minutes for date, October 17, 2011.
Motion Carried Unanimously. 3-0.
B. Public.Works Project No. CP0909 (Vondrak)
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Councilmember Peloza moved and Councitmember
Haugen seconded to recommend that the City Council grant permission to
advertise for bids from Project No. CP0909, Academy Booster Pump
Station..
Project Engineer Vondrak stated that staff is seeking permission to bid for
Project No. CP0909 which is the second of two pump stations to be
constructed,as identified in the Comprehensive Plan, the first being the
Lakeland Hills Booster Pump Station, which is in construction. Vondrak
� explained that the Academy Booster Pump Station will be constructed in _
order to meet the required fire flow in the Academy water service area.
Project Engineer Vondrak answered questions asked by Chairman Wagner
regarding the projecYs budget status sheet: Chairman Wagner asked why
the project is not being funded 100% by bonds instead of a mixture of bond
and capital funding. Assistant City Engineer Gau.b explained that all bond
monies have been allocafed to projec[s and the other water projects that
are being funded with utility bond monies are already under
construction. Member Fiaugen asked for an example of the projects in
construction. Project Engineer Vondrak answered that the Lakeland Hills
Booster Pump Station. Project is under construction and Assistant City
Engineer Gaub added that the Reservoir 6 and SCADA projects are also
under construction.
Vice-Chair Peloza asked for the minimum and maximum requirements for
fire flow supply. Water Utility EngineerLamothe answered that the minimum
in a residential area is 1,500 gallons per minute (gpm) and in commercial
areas, it is 2,500 gpm. Lamothe stated that following construction of the
booster pump station the City will be able to accommodate 1,500 gpm and
2,500 gpm for the different land uses in the entire Academy build out area,
in response to a question asked by Member Haugen.
Chairman Wagner asked what the fire flow is in the Lakeland Hills
area. Project Engineer Vondrak answered that the fire flow is 3,125 gpm.
Vice-Chair Peloza requested additional information identifying areas in the
City thathave lowfire flow. Chairman Wagner suggested Vice-Chair Peloza
schedule a meeting with Water Utility Engineer Lamothe. Member Haugen
requested the information be discussed at a Committee Meeting.
Motion Carried Unanimously. 3-0.
C. Public Works Project No. C201 A (Sweeting)
Councilmember Peloza moved and Councilmember
Wagner seconded to recommend that the City Council grant permission to
enter into Supplemenfal Agreement No. 6 to Consultant Agreement No. AG-
C-344 with CH2M Hill'Inc. for construction management, inspec4ion, survey,
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and engineering for Project No. C201 A, M Street SE Underpass Project.
Project Engineer Sweeting reported that CH2M Hill has been the lead
consuftant for all of the design work and Right-of-lNay acquisition for the M
Street SE UnderpassFroject and staff has been very happy with their
performance, in �esponse to an inquiry made by Chairman
Wagner. Sweeting stated that CH2M Hill has come in at or below budget for
alI of their tasks to date and they have staff that is ready to begin work on
the consfruction management portion of the;project
Chairman Wagner asked if soils were a concern in relationship to the
project. Project Engineer Sweeting stated Shat subsurface conditions and
soils have been studied extensively and the most important aspect is to
make sure thaYthe g�oundwaterlevel is lower than the excavation
depth. Groundwater levels have been monitored for the past two years and
the monitoring was completed as part of the design phase.;The scope ofi
work being presented to the Committee is foc the construction phase of the
project.
Project:Engineer Sweeting responded to questions asked by Member
Haugen regarding purrips that are used to�emove rainwater.
Project Engineer Sweeting stated that the consultant will be providing all of
the construction sfaking ezcept for staking of the walls and bridge,( Jennifer,
confirm this with Jacob,l thought he did not include the bridge) in response
to a question asked by Chairman Wagner:
Sweeting answered questions asked by Vice-Chair Peloza regarding the
ctearance for the 6ridge and excavation.
Mayor Lewis addressed concems voiced by Member Haugen regarding the
groundwater and aquifer studies. Mayor Lewis requested that a summary of
the groundwater monitoring data be providecl to the Council Members.
Assistant City Engineer Gaub responded to questions asked by Vice-Chair
Peloza regarding Traffic Mitigations Fees relating to the project budget.
Project EngineerSweeting stated that the interest rate for the Public Works
Trust Fund Loan is 0.5% in response to_a question asked by Vice-Chair
Peloza. Chairman Wagner asked if the City applied for a larger loan amount
than what is reflected on the budget status sheet: Project Engineer
Sweeting answered yes, but the amo.unt reflected on the Budget Status
Sheet is the portion of'the loan allowance rieeded to be drawn assuming
that the TIB grant for$3M isgranted to the Gity.
Motion Carried. 2-1. Those voting no: Haugen ..
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D. Public Works Project No. C507B (Dunsdon)
Councilmember Peloza moved and Councilmember
Wagner seconded to recommend that the City Council approve Final Pay
Estimate No. 5to Contract No. 11-03 in the ainount of $2,059.80 with
Pacific Northwest Earthworks LLC and accept construction of Project No.
C507B, Auburn/Pacific Trail — Skinner Road/3rd Avenue SE (Phase 2).
Motion Carried Unanimously. 3-0.
IIJ. RESOLUTIONS
A. Resolution No.4682 (Sweeting)
A Resolution of the City Council of the City af Auburn, Washington,
Autho.rizing the Mayor to Execute an Interagency Agreement with King
County for the Purpose of Gonstructing a Relocated King County 6anitary
Sewer Line for the M Street Underpass Project (C201 A)
CouncilmemberPeloza moved and Councilmember
Haugen seconded to recommend 4hat fhe City Council adopt Resolution
No. 4682
Project Engineee Sweeting explained that King County does not want the .
City to connect additional new side sewers to their trunk line. 7'he City line
will collect seryices and then will connect to the County line, in response to
a question asked by Chairman Wagner.
Assistant Director/City'Engineer Selle stated that King County prefers, as a
matter of policy, all private side sewer connections to tie into the City's main
which in turn will tie into the County's main, in response to a question asked
by Vice-Chair Peloza.
Member Haugen asked if there is a storm system that would drain water
from under 4he underpass. Project Engineec Sweeting explained that there
will be a system of inlets at the bottom of the basin that will collect water
which will then be pumped up into the storm"pond where it will infiltrate back
into the ground; however,the;storm drainage sys4em is not part of the
County's sanitary sewer system.
Motion Carried Unanimously. 3-0.
B. Resolution No. 4755 (Mund)
A Resolution of the City Council of the Cityof Auburn, Washington,
Receiving a Petition for Vacation and Setting a Public Hearing to Consider
the Vacation of 8th St�eet NE West of A Street NE within the Giry of Aubum,
Washington
Councilmember Pelozamoved and Councilmember
Haugen seconded to recommend that tfie City Council adoptResolution
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No. 4755.
Engineering Aide Mund reported that Terry Homes applied for a Right-of-
Way Vacation of 8th Street NE, west of A $treet NE and Resolution No.
4755 sets the date of the Public Hear'ing for December 5, 2011. Mund noted
that the staff report will be updated priorto the.Public Hearing and will
reflect the details on the Puget Sound Energy easement that is needed for
the vacation.
Vice-Chair Peloza asked inrhat the benefit to Terry Homes will be if the City
grarrts the vacation. Assisfant Director/City Engineer Selie answered that
the size of the applicanYs property will increase. Chairman Wagner stated
that the area of vacation is 4,400 sq ft, in response to an inquiry made by
Vice-Chair Peloza.
Engineering Aide Mund stated that vacation ofthe Right-of-Way will allow
the appiicant to build:a larger building and the benefit to the City is that it
reduces the City's Right-of-Way maintenance and would increase the
amount of the property taxes the City receives, in response to a question
asked by Member Haugen. Member Haugen spoke against the vacation of
alleys and streets by the Gity.
Motion Carried Unanimously. 3-0.
C. Resolution No. 4774 (Heineman)
A'Resolution of the City Council of the City of Auburn, Washington,
Declaring an Emergency with Respect#o Repair of the Roof of the Mouniain
View Cemetery Building'Structure at 2020 Mountain View Drive, Aubum
WA 98001
Councilmember Pelozamoved and Councilmember
1Nagner seconded to recommend that the City Council adopt Resolution
No. 4774.
Resolution No. 4774 was added to the agenda via an agenda modification
dated November7,2011:
Risk Manager Roscoe stated that the building in need of roof repairs is the
main cemetery office space.
Finance Director Coleman responded to questions asked by Chairman
Wagner regarding the transfer of funds to the cemetery included in the
budget amendment. Chairman Wagner asked if:the transferamount would
increase due to the rep.airs;made to the roof. Roscoe responded that the
funds being used to repair the roof will come out of the Facilities budget
which is separate from the Cemetery budget.
Risk Manager Roscoe answered questions asked by Member Haugen
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regarding the materials being used to replace the roof and the approximate
cost. Roscoe said that the replacement will probably cost between
$40,000.00 and $45,OOU.00. Roscoe reported that the leaks in the roof are
causing darriage to the building.
Risk Manager Roscoe explained how the funds from the Facilities fund will
be used to pay for the roof replacement:
Mayor Lewis stated that the cemetery an enterpris.e fund separate from the
Parks Departmem and is managed by Parks Department officials in
response to comments made by Member Haugen.
Member Haugen voiced her concerns about the fact that the roof of the
cemetery needed replacement and stated that she will vo#e against
recommending City Counc.il adopt Resolution No. 4774 at the Committee
level, but w'ill vote in favor of adoption of the Resolution at fhe Ciry Council
Meeting.
Motion Carried. 2-1.Thosevoting no: Haugen..
IV. DISCUSSION ITEMS
A. Resolution No. 4768 (Heid}
A Resolution of the City Council of the City of Auburn, Washington,
Supporting Initiative 1183 Concerning Liquor: Beer, Wine, and Spirits (Hard
Liquor)
City Attorney Heid stated that he was requested to draft a resolution, within the
parameters that the state law allows, supporting Initiative 1183, which has
potential benefitsfor law enforcement funding and it does restructure how hard
liquor is sold in the state.
Mayor Lewis 5poke a6out the Governor's new6udget and how the City will be
impacted if Initiative 1183 is not approved.
Chairman Wagner spoke in favor of Resolution No. 4768.
Member Haugen stated that she will be voting against adoption of Resolution No.
4768.
Vice-Chair Peloza stated that he supported adoption of Resolution No. 4768.
B. Ordinance No. 6378 (Coleman)
Finance Director Coleman provided some background information
regarding the difference between Budget Amendment No. 5 and the
previously discussed Budget Amendment No. 6.
_ Finance Director Coleman answered questions asked by Chairman Wagner
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regarding the changes to how the transfers of funds into the Arterial Street
Fund and Trails Fund are made.
Finance Director Coleman answered questions asked by Chairman Wagner
regarding the transfer of funds into the Cemetery Fund.The Committee and
MayorLewis discussedthe possible need forreview of the Cemetery
tiudget by the Municipal Services Commitiee in the future..
Chairman Wagner spoke about the possibility of a private partnership that
may benefit the Cemetery.
Member Haugen verified that the Cemetery has its own maintenance staff
and the Rarks Department does not provide maintenance staff. Mayor
Lewis verified thaf to be correct.
C. Utility Depreciation Funding (Coleman)
Finance Director Coleman provided a more detailed explanation of the
system reinvestment to the Committee, in response to a request made be
Vice-Chair Peloza.
Chairman Wagner discussed the difference between raising funds for new
facilities by borrowing money and raising rates to pay off bonds, referred to
as intergenerational equity, versus funding depreciation "as you go" out of
rates.
Chairman Wagner spoke about the past Committee discussions relating to
the Committee's agreement to phase in the funding of facilities depreciation.
Finance Director Coleman discussed the options for system reinvestment,
Option 1 — Replacement Cost, and Option 2 — Depreciation Net of Debt.
Principal, wliicli is the approach selected by Auburn City Council during the
mosYrecenYrafe study in 2009.
Finance Director Coleman reviewed the pros and cons of system
reinvestment as outlined in the PowerPoint preserrtation included in the
Committee Meeting agenda packet.
Finance Director Coleman answered questions,asked by Vice-Chair Peloza
regarding the formula used to calculate Option 2.
The Committee and Finance Director Goleman reviewed the utility system
reinvestment practices of`neighboring jurisdictions.
Finance Director Goleman expiained that the Public Works Committee
previously decided to start utility enterprise fund recovery of 10% of
depreciation in 2012 and increasing the amount by 10% until full coverage
is reached. Now staff and the Committee are discussing whether this
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approach is still feasible based on the financial forecasts of the utilities.
The Committee and staff reviewed the ramifications of delaying
contributions for 3 years and 5 years.
Finance Director Coleman stated that staff is looking for policy direction
from Council on whether or not the City should fund depreciation as a
financial policy for the utilities or should the City delay implementing funding
of depreciation for 3-5 years.
The Committee and Mayor.Lewis reviewed the arguments for and against
each policy question, provided by staff.
Finance Director Coleman asked if the Committee would like to raise utility
rates to cover the established policy or to delay for 3—5 years.
Finance Director Coleman discussed the factors that are contributing to a ,
decrease in the City's water usage, in response to a question asked by
Vice-Chair Peloza.
Mayor Lewis requested future discussion be scheduled on the rate structure
and profit and loss for each utility.
Chairman Wagner asked for a Committee consensus to delay the
depreciation fu.nding for the water and sanitary sewer facilities,buYnot delay
the storm drainage utility depreciation funding; for at least 3 years to try and
keep rate increases as low as possible. The Committee agreed.
Vice-Chair Peloza stated that the next rate study needs to include reduction
of revenue and the factors that contribute to the reduction.
D. Capital Project Status Report (Gaub)
Item 9—CP1006— Lakeland Hills Reservoir 6: Chairman Wagner asked if
there has been any feedback from neighbors. Assistant City Engineer
Gaub stated that tFie �eser4oir is in the coating process and staff has
addressed all of fhe concerns from neighbors.
Assistant City Engineer Gaub stated that if a project is behind schedule or if
there is an issue it will be noted in the Status column on the CPS Report, in
response to a question askecl by Vice-Chair Peloza.
Item 7—CF817—2009-Sewer & Storm Fump Station Replacement—
Phase B Ellingson: Assistant City Engineer Gau6 stated the project should
be complete in a month and work was suspended because the contractor
was waiting for a part to arrive, in responseto a question asked by Vice-
Chair Peloza.
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Item 15— C207A—A Street NW Corridor— Phase 1: The Committee and
staff reviewed a map provided by Assistant City Engineer Gaub that
showed the Post Office's proposed improv,ements to lheir parking lot and
the potential new access on A Street NUV. The Committee expressed
concem that their proposed 90 degree parking angle design, instead of the
current angle parking design, may require removal of the current curb
barrier that prevents vehicles from colliding when backing out of parking
spaces.
Item 19— C201 A— M Street Underpass Project: Chairman Wagner
commented favorably on the amount of pafching being done on M Street
SE as part of the Arterial Preservation Project.
Item 23 — CP1109—2011 Storm Pipeline.Repair and Replacement Phase
2: Citizen Wayne Osbome asked if 6th Place NE is still included in the
project. Assistant City Engineer Gaub`sta#ed that 6th Place NE in included
in the 20T1 Local Street Pavement Preservation Project Phase 2.
Item 30— CP1024—AWS and M Street SE Intersection
Im�rovements: Chairman Wagner asked if there was any negative feedback
regarding the new tum restrictions at fhe M Street SE/17th Street SE
'intersection.Traffic Engineer Para answered that the minimal feedback he
has received has been positive.
Vice-Chair Peloza reported that the statuses on Items E and F have
changed.
E. Resolution No. 4765 (Snyder)
A Resolution of the C.ity Council of the City of Aubum, Washington,
Authorizing the Mayor and City Clerk to Execute a Memorandum of
Agreements wi#h Ceradimm, LLC Replac'ing and Superseding the Master
Development Agreement with Alpert t,ntemational, LLLP Previously
Approved by Passage of Resolution No. 4663
Resolution No. 4765 was added to the agenda via an agenda modification
dated November 3; 20.11.
Mayor Lewis stated that there is new information that was just received and
the discussion item needsto be postponed.Planning Director Snyder stated
that both Resolution No. 4765 and Resolution No. 4766 has been removed
from the Council agenda but may be discussed by the Committee.
City Attorney Heid addressed concerns brought forward by Vice-Chair
Peloza regarding right of first refusal opportunities included in the
agreement.
F. Additional Discussion
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Chairrnan Wagnerasked that Planning Director Snyder attend the next
Pubiic Works Committee Meeting 4o Iisten to discussion regarding signa�
timing and level of serVice in corridors versus intersections.
Chairman Wagner reported that he is working of with Auburn High School to
see:if they would like to participate in the City's LED street light conversion.
Director powdy addressed questions asked by Chairman Wagner regarding
_ _ _ __
asphalt recyciing technology. Chairman Wagner asked if staff could.provide
a viewing for the-Committee.of videos that show the differenYtypes of
asphalt.
V. AD.IOURNMENT
There being no further business to come before 3he Public Works C.ommittee,
the meeting was adjoumed.af 5:08 p.m.
Approved this 21 st day of November.
/"`z— `^i`'l�-e--�
Ri�Wagner Jertnifer ' by
Chairtnsn Ptd�lic Works
_
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