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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 Page 1 of 11 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 Page �of 11 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. Page 3 of 11 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. . Page 4 of 11 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 Page 5 of 11 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 Page6of11 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. Page 7 of 11 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 Page 8 of 11 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- Page 9 of 11 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. Page 10 of 11 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 Page 11 of 11