HomeMy WebLinkAbout04-16-2012 `crrroF _��* '. Public Works Committee
- _ ' April 16, 2012 - 3c30 PM
` Annex Room 2
'VJASHINGTON" 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 Aubum City Hall, One East Main Street, Aubum,
Washington, 98002.
A. Roll Call
Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were
present; Also prese_nt during the meeting were: Mayor Pete Lewis,
Director of Public V1/orks Dennis Dowdy, City Engineer/Assistant
Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities
Engineer Dan Repp, Finance DirectorShelley Coleman, Customer
Service Manager Brenda Goodson-Moore; Planner Stuart Wagner,
Planning Manager Eliza6eth Chamberlain, Project Engineer Kim
Truong, Street Systems Engineer Seth Wickstrom, Traffic Engineer
Pablo Para,Transportation Planner/Grants Manager Chris Hankins,
Storm Drainage Engineer Tim Carlaw, Public Works Secretary
Jennifer Rigsby, citizens Bob and Gloria Horsley, and citizen Scot
Pondelick.
B. Announcements
There were no announcements.
C. Agenda Modifications
There were no agenda modifications.
II. CONSENT AGENDA
A. Approval of Minutes
Councilmember Peloza moved and Councilmember
Osbome seconded to approve the Public Works Committee Meeting
minutes for April 2, 2012.
Motion Carried Unanimously. 3-0.
B. Public Works Project No. CP1121 (Wicksfrom)
Councilmember Peloza moved and Councilmember
Osborne seconded to recommend that the City Gouncil approve
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Change Order No. 2 in the amount of $75;000.00 to Contract No. 11-
25 with Johansen Excavating for work on Project No. CP1121 .
Street Systems Engineer Wickstrom explained that.the change order
scope of work include"s replacement of the wateriine on 6th Place NE,
the installation of geotextile fabric and a layer of larger rock on 3rd
Street SW to help stabilize the poor soil.
Chairman Wagner asked if the geotextile fabric and rock was used in
other locations. Street Systems Engineer Wickstrom answered it was
used on both I Street and C Street, north of Main Street, when poor
soils were encountered.
Street Systems EngineerWickstrom stated that there was a smaller
rype of rock specified in the project originally and staff is now
proposing to replace it with larger rock, so the cost will not change
g�eatly, in response to a question asked by Chairman Wagner.
Utilities Engineer Repp responded to guestions asked by Member
Osborne regarding flushing dead-end 8 inch waterlines. Utilities
Engineer Repp explained that an 8 inch waterline is the City's
standard size and that size of line is used to meet fire flow.
Motion Carried Unanimously. 3-0.
C. Public Works Project No. CP1211 (Truong)
Councilmember Peloza moved and Councilmember
Osborne secondedto grant permission 4o initiate Project No. CP1211,
Downtown Sculpture Garden.
Chairman Wagner asked how farthe setback, from the travel lane, will
be for the art. Project Engineer Truong stated that #he artwork will be
located in the sidewalk and will be set 6ack from the curb but that
design work is not yet completed to know the exact location of the
artwork. Chairman Wagner spoke about the possibility of a driver
driving up on to the curb and hitting the artwork. AsSistant Director/City
Engineer Selle stated the artwork will be a minimum of two feet from
the curb.
Project Engineer Truong stated that there is a consultant working on
the design phase and construction should start in July 2012, in
response to a question asked by Vice-Chair Peloza regarding the
projecYs schedule.
Vice-Chair Peloza asked about the type of art being
installed. Planning Maoager Chambe�lain explained that there will be
a variety of art which will be selected by the Arts Commission throu h
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a call for artists. The design work will provide the artists with
parameters regarding the size and limitations of the art work required
to fit the foundations. This will help determine the weight and size of
the artwork pieces.
Member Osbome asked about the relocation, of the bicycle rack on
Division Street. Planning Manager Chamberlain stated that the
locations on the vic'inity map are potential locations but none of the
locations are certain and removal of the bicycle rack may not be
necessary. Part of the design process is to determ'ine the best
locations.
Chairman Wagner asked who is completing the engineering
specifications that will determine the weight and height of the
artwork. Chamberlain answered that the consultant, KPG, will be
working on the structural element of the foundations. Project Engineer
Truong stated that the Public Works staff will work with the Parks
Department to provide the parameters that should be used for the
artwork purposeii.
Planning Manager Chamberlain answered questions asked by
Member Osborne regarding how the sculptures will be secured to the
foundations to prevent theft.
Motion Carried Unanimously. 3-0.
III. DISCUSSION ITEMS
A. Horsley Leak Adjustment Appeal (Coleman)
CouncilmemberPeloza moved and Councilmember
Osborne seconded to move the adjustment of$940.98 forward to City
Council. �
Finance Director Coleman provided the Committee with background
information regarding the cause of the leak and the utility customers'
prompt response to and.repair of the leak.
Customer Service Manager Goodson-Moore provided the Committee
with additional utility billing detail.
Finance Director Colman answered questions asked by Vice-Chair
Peloza regarding the:past utility billing compared to the billing which
included the leak.
Chairman Wagner spoke in favor of approving the additional water
utility adjustment in the amount of$940.98. The Committee agreed.
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Vice-Chair Peloza spoke about the possibility of increasing the
adjustment amount and lessening the amount owed. Chairman
VNagner pointed out that a change iri policy would be needed.
The Committee and staff discussed the possibility ofimaking a policy
change to allow for:an increase in the amount adjusted off of the
customers' bill. It was decided to approve the adjustment and then
work on reviewing the policy at a later date and to include a .
grandfather clause if there are any changes made to the exisfing
policy.
Motion Carried Unanimously. 3-0.
B. February 2012 Financial Report (Goleman)
The Com.mittee and Mayor Lewis discussed the factors that have lead
to the lower fhan, expected non-membercontracted beds at SCORE
and the fnancial implications. Mayor Lewis spoke about the costs
involved in managing the SCORE holding pods and beds. Mayor
Lewis and Finance Director Coleman,spoke about the competitiveness
among the prison facili4ies and how that also affects the SCORE
budget.
Mayor Lewis responded to questions asked by Vice-Chair Peloza
regarding the marketing of the SCORE facility.
Chairman Wagnerasked if the amount of ending working capital for
the Enterprise Funds was due to Build America Bonds. Finance
Director Coleman answered that there are still some bonds included
and some of the amount was accumulating capital and accounts
receivable.
Chairman Wagner asked what the schedule is to start recognition of
depreciation. Finance Director Coleman said that would begin in
2013.
Chairman Wagner asked for the amount of bonds waiting to be used
be included in the next financial report to #he Committee.
Vice-Chair Peloza gave a positive report on the current operations and
events at the golf course.
Member Osbome asked if prisoners from Benton County, housed at
SCORE, are transported back and forth for court
appearances. Finance Director Coleman answered that some.judges
allow for video appearances 6ut other inmates are transported to
court. .
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C. Ordinance No. 6407 (S. Wagner)
An Ordinance of the:City Council, of the City of Auburn, Washington,
Amending Chapter 18,40 - Public Use District of the Auburn City Code
By Amending Section 18.04.020, Defin.itions, and_Adding a New
Section 18.04.105, All Relating to Public Animal Shelters
Chairman Wagner asked. when sewer will_be installed for the
shelter. Assistant'D'irector/City EngineerSelle stated that the sewer
will be installed in fhe Summer 2012.
Assistant Director/City Engineer Selle answered questions asked by
Chairman Wagner regarding the access to tlie shelter.
D. Resolution No. 4808 (Bailey)
A Resolution of the Gity Council of the City of Auburn, Washington,
Declaring Certain ltems ofProperty as Surplus and Authorizing their
Disposal
There were no questions from the Committee.
E. West Main Street Sidewalk Repair Estimate (Wickstrom)
Director powdy provided the Committee with background information
regarding the 2012 Clean Sweep projects.and the interdepartmental
challenge to make W Main Street more attractive presented by
Mayor . Directo� Dowdy reported that numerous volunteers will be
working in the area of'theAubum Environmental Park (AEP), along W
Main Street. The Pa�ks, Arts and Recreation Department is planning
an art competition'in the area and as its part in the challenge the
Public Works Department has surveyed the sidewalks in the location
and has identified several areas of sidewalk and curb/gutter in need of
repairs.
Director powdy stated that staff has already removed some trees that
were damaged by the January ice storm and that were causing
damage to the sidewalks. The removal of the trees will also allow
space for the art competition. Director powdy answered questions
asked by Chairman Wagner regarding the location of the artwork.
Direetor powdy explained that when funding becomes available, staff
would like to rebuild the pavement and sidewalks on W Main Street,
however staff is recommending that the proposed sidewalk and
curb/gutter repa.irs should be done to compliment the 2012 Clean
SweeP Projects. Staff estimates that the repair work would cost
approximately $35,000 and the work could be completed in Summer
2012 as part of the 2011/2012 Sidewalk Repair Project, but additional
funding would be required.
The Committee and staff reviewed the vicinity map showing the
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proposed locations for the repairs. Chairman Wagner mentioned
removing the landscape strips as part of the sidewalk repairs, because
they can be difficult to maintain. Assistant Director/City Engineer Selle
explained that ultimately the City would like to acquire a grant#o
improve the entire section of roadway and staff recommends not
putting in a lot of infrastructure cost at,this time knowing that in the
future the corridorwill be rebuilt.
The Committee and Mayor Lewis discussed updating the standards
pertaining to landscape strips.
Director powdy reviewed how the sidewalk improvements can be
included in the 2011/2012 Sidewalk Repair and Replacement Program
by including the additional scope in the mid yearbudget. The
Committee supported bringing the request for the additional funds for
the program forward. Chairman Wagner commented on the
importance of pedestrian safety.
Staff verified that the plantings will not damage the sidewalk repairs in
the future in response to a question asked by Member Osborne.
F. Mill Creek Basin Flow Control Exemption (Carlaw)
Utilities Engineer Repp provided a background summary for the
Committee. Repp explained that in an effort to help facilitate
development in the City's urbanized areas staff is proposing
requesting a modification to the City's Phase II Municipal Stormwater
Permit (Permit) from the Department of Ecology (DOE). DOE allows
the permitto modify flow control requ.i�ements for individual drainage
basins where studies show that the sfanda.rd requirements are not
appropriate.
Utilities Engineer Repp distributed an aerial map and stated that staff
had been looking at both the Green River drainage area and the Mill
Creek basin as potential areas for the flow control modification.
Repp explained, in,the past, the Washington State Department of
Transportation (VVSDOT) had done work with the DOE to exempt
large water bodies from flow control requirements. Staff tried to pursue
the same type of exemption for the Green Ftiver. The DOE decided the
City's analysis of the Green Riverwas not complete enough but did
indicate the Mill Creek basin may be,a better candidate for a specific
basin plan and flow control modifications.
Utilities Engineer Repp proposed to the Committee that the City begin
a basin plan for Mill Creek. Repp stated that the plan would include
study of water quality concerns, historieal and future development
conditions, field invesfigation and analysis to establish the flow control
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requirements for the basin. Utitities Engineer Repp stated that both the
City of Renton and the City of Seattle have successfully received help
with flow control through the DOE.
Utilities Engineer Repp explained why s#aff feels the Mill Creek basin
would be a good candidate for the permit modification.
Utilities Engineer Repp reported that there is a detailed scope of work
for the study from the consultant as well as a cost estimate of
$220,000.00, which staff can present to the Committee at the next
Public Works Committee Meeting. Utilities Engineer Repp reiterated
the flow control exemptions will create relief for future
development. Repp stated that the funds would be spent within about
a year in response to a question asked by Chairman Wagner. There is
already $150,000.00 available for the work so staff will need an
additional $70,000.00 of the budget.
Utilities Engineer Repp and Storm Drainage Engineer Carlaw
answered questions asked by Chairman Wagner regarding the aerial
map.
Chairman Wagner spoke about past studies on the basin areas that
have been complefed'throughout the years. Chairman Wagner stated
that although he was hesitant to begin another study, however he
feels the project proposed by staff will be useful.
The Committee and staff discussed whether or not the exemptions
could be challenged following approval by the DOE.
Assistant Director/City Engineer Selle responded to questions asked
by Member Osborne regarding the areas that staff is proposing to be
part of the project.
Assistant Director/City Engineer Selle stated that staff will take
advantage of data from the past studies-as the project moves
forward.
Utilities Engineer Repp stated that the initial feedback from the DOE
was that the Mill Greek basin warrants further investigation.
The Committee and sfaff discussed the projecYs schedule.
G. Grant Status Update (Hankins)
Transportation PlannedGrants Manager Hankins stated that the
Committee had asked to review the Grant Status spreadsheet twice a
year.
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Transportation Planner/Grants Manager Hankins reported that two of
the larger projects that were on the spreadsheet, M Street Underpass
and the A/B Street.Corridor, has been removed because they have
achieved fully funded status. Hankins stated that the spreadsheet is
primarily tracking projects that do not have full funding and that there
have been grant applications submitted forand the majority of the
work being done i"s fo� new projects. Transportation Planner/Grants
Manager Hankins explained that once the grants are awarded the
status of the project will change on the spreadsheet.
Assistant Director/City Engineer Selle answered Guestions asked by
Chairman Wagner regarding projecfs that are fully funded. Chairman
Wagner suggested better tracking of corridor relationships between
the Grant Status spreadsheet and the Capital Project Status Report.
Chairman Wagner asked if the City of Kent is participating in the S
272nd/277th St. Comdor Capacity & Non-Motorized Trail
Project. Assistant Director/City Engineer Selle stated that the City of
Kent will not.be contributing funds toward the project; however, they
have provided a letter of support for the project. Directoc Dowdystated
that the City of Kent will also be providing the Right-of-Way for the
northern portion of the. roadway which was purchased by Kent when
their corridor project completed the missing link and the Green River
bridge.. Transportation Planner/Grants Manager Hankins provided
additional information cegarding the grant application and regional
competition for the projeet.
Assistant Director/City Engineer Selle spoke about calls for projects,
the project evaluation and grant application process, in response to a
question asked by Chairman Wagner.
Assistant Director/City Engineer Selle answered questions asked by
Member Osborne regarding Traffic Impact Fees.
Chairman Wagner asked that line items on the spreadsheet be
assigned numbers to easily identify them during discussion.
The Committee_and staff discussed whethe.r or not TIP projects would
be eligible for TBD funds, ifthe bond issue were to pass.
Chairman Wagnersuggested contacting Amtrak for some support for
the 37th & B Streef NV1I Rail Highway Crossing Safety
Improvements.
Tra�c Engineer Pare stated that the Auburn Way South/12th Street
SE Intersection ImproVements will include some rechannelization,
minor signal and pedestrian improVements, in response to a question
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asked by Chairman Wagner regarding the total project cost.
Traffic Engineer Para explained that both the 2012 Traffic Signal
Backup Project and the Aubum Way S Safety and Congestion
Improvements Project were put together in response to requests f�om.
State Legislators.
Chairman Wagner asked if the Aubum Way S and Riverwalk
Intersection Improvements will improve safety for pedestrian traffic on
Howard Road and if not, asked for it to be included. Assistant
Director/City Engineer Selle explained that the pedestrian
improvements may not meet the grant requirements but may be
eligible to compete for other grants.
Traffic Engineer Para spoke about the Aubum Way S Corridor Safety
Improvements Project which is listed on the spreadsheet three times,
but applicafions are in for different grant programs.
Director powdy reported that the Well 1 Improvements Project made it
through the State Legislature and is elig'i.ble for the Public Works Trust
Fund loan. Assistant DirectodCity Engineer Selle answered questions
asked by Chairman Wagner abouf the City Match Required amount,
which is being paid to lower the interesf rate on the loan.
Chairman Wagner asked the projectsthat are being issued loans that
must be paid back are identified on the spreadsheet.
Utilities Engineer Repp responded to questions asked by Vice-Chair
Peloza and Chairman Wagner regarding the WIRA 9 Stormwater BMP
Retrofitting Plan.
H. Capital Project Status Report (Gaub)
Item 12 — C201A — M Street Underpass:;Assistant City Engineer Gaub
stated that phone calls regarding the project are taken by tfie Public
Works Department via the main line and then #ransferred to the
Project Manager, Ryan Vondrak, or a Construction Inspector. Some
calls may go to the Mayor's Office.
Member Osbome asked if 4th Street SE is also closed. Assistant City
Engineer Gaub answered that both M Street SE and 4th Street SE are
currently closed. 4th StreeYSE will be closed for 4 weeks. Assistant
City Engineer Gaub stated that the road Gosure signs are in place,
following comments made by Member Osborne, and that staff will
continue checking and monitoring the signage.
Chairman Wagner asked if the CH2M Hill consultant is on-
site. Assistant City Engineer Gaub confirmed that the consultant is on-
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site and can be contacted to answer questions, but the public should
be instructed to contact the Project Manager first.
Item 15— CP0909- Academy Booster_Pump Station: Vice-Chair
Peloza asked for an explanation regarding the complication obtaining
the easement. Assistant City Engineer Gaub stated thatthere is an
access road thaf goes through two other properties to get to the City's
property but the util'ity lines cannot be brought down that road as
originally planned, because the C'ity was unable fo,obtain an
easement from one of the property owners.
Item 16 — CP1112 — 2011/2012 Sidewalk Improvement Project: Vice-
Chair Peloza said that he would like the sidewalks on Harvey Road to
be looked at again and added back on to the Activities Matrix for
additional interim improvements.
Item 17 — CP0915 — Well 1 Improvements — Transmission
Lines: Assistant City Engineer Gaub stated that the advertise date will.
probably be a little after May and that the main goal is to getthe
transmission line work complete while M Street SE is closed. The Well
1 Improvemerits to complete the actual well itself are not scheduled to
be under construction until 2013.
Assistant City Engineer Gaub answered questions asked by Chairman
Wagner regarding the type of material the various utifity lines are
made out of.
Item 26 — CP0765 — Lakeland Hills Reservoir Improvements: Vice-
Chair Peloza asked for the status of Reservoir 6. Assistant City
Engineer Gaub answered that Reservoir 6 is operational.
Assistant City Engineer Gaub stated that the Lakeland Hills Booster
Station also needs to be complete prior to this project moving
forward.
Jtem B — CP1115— City Hall NW Plaza lmprovements: Vice-Chair
Peloza noted that the tent structure is now 6eing referred to as an
Iconic Pavilion.
Item D — CP1016 — Fenster Levee Projecf: Vice-..Chair Peloza pointed
out that the funds`are WRIA-9/SRF'Bd and not KCD funds. Vice-Chair
Peloza stated the amount is $327,000.00.
I. Activities Matrix (Dowdy)
Vice-Chair Peloza asked that staff examine the sidewalk on Harvey
Road at the 1100 tilock and that be added to the matrix.
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The Committee and staff discussed examining the feasibility of
installing a 3-way stop at the intersection of SE 320th Street and SE
116th Street.
IV. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjoumed a# 5:18 p.m.
Approved this 7th day of May, 2012.
�%`�^ �;.2� _ -_
! —
�tia,wagner Jemi a�sbv
Chairman Public Works Secretary
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