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HomeMy WebLinkAbout02-06-2012 cnvoF_ =��* � Public Works Committee February 6, 2012 - 3:30 PM Annex Room 2 - WASHINGTON 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, 98002. A. Roll Cali Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were present. Also present during the meeting were: Counciimember John Holman, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Ass'istant City Engineer Ingrid Gaub, lJtilities Engineer Dan Repp, Water Utility Engineer Cynthia Lamothe, Storm Drainage Engineer Tim Carlaw, Projeot Engineer Jacob Sweeting, Project Engineer Ryan Vondrak, Street Systems Engineer Seth Wickstrom, Finance Director Shelley Coleman, Financial Planning Manager Martin Chaw, Planning Director Kevin Snyder, Planning Manager Elizabeth Chamberlain, Environmental Protection Manager CHris Andersen, Planning Intern Gary Yao, Citizen Nick Perrius, and Public Works Secretary Jennifer Rigsby B. Announcements There were no accouncements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember Osborne seconded to approve Public Works Committee Meeting minutes for date, January 17, 2012. Motion Carried Unanimously 3-0. B. Right-of-Way Use Permit No. 11-35 (Mund) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-Way Use Permit No. 11-35 for the Auburn School District for Communications Conduit Facilities in 4th Street Page 1 of 9 NE and J Street NE. Engineering Aide Mund explained that the School District applied for a renewal of a five-year Right-of-Way Use Permit for existing conduit facilities under 4th Street NE and J Street NE which connects their administrative building to Auburn High School. Vice-Chair Peloza asked if the construction of the new school facility will affect the conduit if the school bond is approved. Assistant Director/City Engineer Selle stated that staff does not know if the School District is planning to relocate or change the existing conduit connection. Motion Carried Unanimously 3-0. C. Right-of-Way Use Permit No. 12-02 (Mund) Councilmember Peloza moved and Councilmember Osborne seconded to apprbve Right-of-Way Use Permit No. 12-02 for the City of Auburn Parks, Arts, anci Recreation's Petpalooza Dog Trot Fun Run. Engineering Aide Mund stated that the permit is the same as the previous year Using the vicinity map, Mund reviewed the run route with the Committee. Motion Carried Unanimously 3-0. D Right-of-Way Use Permit No. 12-03 (Mund) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-UVay Use Permit No. 12-03 for Cenex HarvesUFarallon Consulting LLC Monitoring Wells. Engineering Aide Mund stated that Cenex HarvesUFarallon Consulting is monitoring for the CHS site off of H Street and the reports are sent to Water Quality Coordinator Thorn who reviews the data/information. Motion Carried Unanimously 3-0. ' E. Public Works Project No. CP1004 (Sweeting) Councilmember Peloza moved and Councilmember Osborne seconded to recommed that the City Council approve Final Pay Estimate No. 6 to Contract No. 10-21 with Prime Electric in the Amount of $0.00 for a Total Contract Price of $676,565.51 and Accept Final Construction of Project No. CP1004, South Auburn ITS Expansion. Vice-Chair Peloza recommended that the schedule show a zero amount instead of a dash. Page 2 of 9 Motion Carried Unanimously 3-0. F Public Works Project No. CP1101 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to recommend that the City Council approve Final Pay Estimate No. 5 to Contract No. 11-09 with ICON Materials in the Amount of $0.00 for a Total Contract Price of$1,491,705.10 and Accept Final Construction of Project No. CP1101, 2011 Local Street Pavement Preservation — Phase 1 Street Systems Engineer Wickstrom stated that a thin overlay is less than 2 inches and a thick overlay is 2 inches and greater, in response to a question asked by Chairman Wagner Street Systems Engineer Wickstrom explained that a thin overlay is specified to be 1 Y2 inch thick in the middle, tapering off toward the edges to 3/a inch in thickness and a thick overlay is placed 2 inches or more thick all the way across the roadway and typically involves grinding the existing pavement at the gutter line. Vice-Chair Peloza recommended that the schedule show a zero amount instead of a dash. Motion Carried Unanimously 3-0. G. Public Works Project No. CP1102 (Wickstrom ) Councilmember Peloza moved and Councilmember Osborne seconded to recommend that the City Council approve Final Pay Estimate No. 5 to Contract No. 11-10 with Puget Paving & Construction in tfie Amount of$4,972.10 for a Total Contract Price of $1,117,030.63 and Accept Final Construction of Project No. CP1102, 2011 Arterial/Collector Street Pavement Preservation Project. Chairman Wagner spoke about the cost for pavement patching per square yard of total centerline miles compared to the cost of a thin overlay Motion Carried Unanimously 3-0. III. RESOLUTIONS A. Resolution No. 4795 (Mayor Lewis) A Resolution of tHe City Council of the City of Aubum, Washington, Expressing Thanks For and Appreciation of the Contributions of the Many Citizens and Businesses Who Worked, Individually and/o.r in Cooperation with Others to Address the Safety Needs and Damage Resulting from the January 2012 Storm Councilmember Peloza moved and Councilmember Osborne seconded to recommend that the City Council adopt Resolution Page 3 of 9 No. 4795, as modified. Chairman Wagner noted a Scrivener's error in Section 1 Vice-Chair Peloza proposed that CenturyLink be recognized in the Resolution along with Puget Sound Energy and Comcast. Chairman Wagner and Member Osborne concurred. Motion Carried Unanimously 3-0. IV DISCUSSION ITEMS A. Reid Middleton Agreement (Coleman) Finance Director Coleman explained that the Auburn Municipal Airport has requirements that need to be met in order for it to be in compliance with NPDES. The airport currently has a basic Storm Water Pollution Prevention Plan (SWPPP) which needs to be updated as part of the requirements. Finance Director Coleman stated that it was recommended by Environmental Protection Manager Andersen and Storm Drainage Engineer Carlaw that the City contract with Reid Middleton to prepare the SWPPP for the airport. Chairman Wagner suggested that a "not to exceed" amount be included with Item II, of the conditions of the agreement, Additional Services. Coleman stated that she will work with the Public Works Department to determine a "not to exceed" amount. Finance Director Coleman suggested that the Storm Fund also participate is some of the cost of the project. Coleman recommended a 50/5D cost split. The Committee discussed the storm drainage circumstances that support the funding approach. Vice-Chair Peloza asked why the City is reimbursing local mileage expenses at $0.65/mile when the City normally pays $0.555/mile. Finance Director Coleman asked what the standard mileage rate is in Public Works contracts. Assistant City Engineer Gaub answered that Public Works uses the Federal miieage rate of $0.555/mile. Finance Director Coleman stated that the consultant will be asked to use the Federal rate. Vice-Chair Peloza referenced Section VI, Item B, of the Conditions of Agreement and asked why the consultant is requesting that any dispute mediation be in Snohomish County when the work being performed 'is in King County Finance Director Coleman stated that the Legal Department still needs to review the agreement and she will ask them. Vice-Chair Peloza suggested a termination clause also be included. Page 4 of 9 B. Resolution No. 4798 (Mayor Lewis) A Resolution of the City Councii of the City of Auburn, Washington, Supporting the Creation of a Youth Reengagement Program at the Green River Community College Vice-Chair Peloza noted a Scrivener's error on the agenda bill. The Committee supported adoption of Resolution No. 4798. C. Resolution No. 4799 (Mayor Lewis) A Resolution of the City Council of the City of Auburn, Washington, Supporting Legislative Efforts to Esfabiish a Stable Revenue Source for the Green River Community College The Committee supported adoption of Resolution No. 4799. D Utility Rate Study Update (Coleman) Finance Director Coleman prefaced the utility rate study discussion, st_ating that staff and the Committee have been ciiscussing, for almost a year, the fact that water revenue has been declining due to various reasons. Coleman explained that at the end of 2010 the City issued bonds and the existing rate increases have been found to be insufficient to meet the City's debt service requirements. Chairman Wagner commented that staff had told the Committee that the Build America bonds were not going to accelerate the utility rate increases, but the bonds have been issued and now the situation must now be dealt with. Chairman Wagner spoke about past conversations regarding the affect of ihe Build America bonds and increases to the utility rates. Chairman Wagner noted that utility rates would have to have been raised anyway due to the declining revenues; however the increase wili now need to be more. Finance Director Coleman explained that the rate study the City completed in 20D9 contemplated approximately $40M in bond funding be utilized about 2 years ago. The City has actually used a little over $20M in bond funding as staff moved forward to figure out how to complete critical utility projects. Coleman stated that at the time staff was preparing the bond package, it was believed that there would be enough revenue under the current rate scenario, but afterwards we discovered we would lose a wholesale customer Finance Director Coleman and the Committee discussed the current market for municipal bonds. The Committee and staff reviewed the Water, Sewer, and Stormwater Rate Study Update. Page 5 of 9 Finance Director Coleman reviewed the rate study objectives. Coleman noted that phasing in the system reinvestment is probably the least important objective because of more critical issues such as having operating cash and debt service coverage and supporting critical utility capital program projects. Staff and the Committee reviewed the Water Utility CIP graph which demonstrates the planned capital projects over the financial planning period. Finance Director Colman spoke about the Water Utility Rate Revenue Requirements. The Committee and staff discussed the water purchase cost. Finance Director Coleman and Utilities Engineer Repp answered questions asked by Chairman Wagner regarding the comparative cost of water purchase and operating expenses, as represented on the graph on page 83 of 131 Mayor Lewis and Chairman Wagner cliscussed the watec purchase cost as opposed to operating expenses as depicted on the graph and whether or not the data can be used to make a determination about purchasing additional water from Tacoma. Finance Director Coleman and Financial Planning Manager Chaw responded to questions asked by Chairman Wagner regarding what assumptions are included in the increase in operating expenses from 2012- 2017 Chaw stated that the operating expenses include forecasts of the increased cost of doing business for commodities. The Committee and staff reviewed the assumptions outlined on page 99 of 131 Chairman Wagner stated that he believed that the debt service taken on was not going to result in early utility rate increases, but it has. Chairman Wagner stated that he is not uncomfortable with the total increase over the next five years but is uncomfortable with the large increases recommended for 2012, 2013, and 2014 Chairman Wagner commented that the objective should be to see if there is a way to distribute the rate increases more evenly over five years. The Committee discuss,ed the possibility of delaying some of the capitai projects to meet that objective. The Committee and staff reviewed the list of Water Utility Capital Improvement Projects. Utilities Engineer Repp answered questions asked by Chairman Wagner regarding the discrepancy between the funding need for water supply purchase listed and the amount in the CFP Director powdy explained that the $3M in the CFP was based on tfie amount staff thought would have to be purchase prior to knowing there were wells failing. Dowdy stated now, in order to get above the supply curoe, with the wells that are currently out of Page 6 of 9 operation, staff believes a full 1.8 MGD wiil need to be purchased. The Committee, staff and the Mayor discussed the pro and cons of scaling back the purchase of water Utilities Engineer Repp explained that the total for Fulmer Well Field Improvements is the revised cost estimate, in response to a question asked by Chairman Wagner Chairman Wagner asked why the amount listed for Street Utility Improvements is more that tfie amount in the CFP Assistant Director/City Engineer Selle stated that it is becoming more likely than not that water lines need to be replaced during rebuild projects. Mayor Lewis spoke about the need to move on to repairing the older streets in the Ciry Chairman Wagner stated that the projects may need to be delayed in order to lower the immediate utility rate increase. Director powdy poirrted out that the estimated $3.1 M costs over the next six-years will be needed for SOS repairs. Chairman Wagner and staff discussed how much money needs to be saved on the capital projects to avoid a double-digit rate increase in 2012. Mem6er Osborne made the point that the work will need to be done eventually and suggested moving forward with the proposed rate increases. Vice-Chair Peloza agreed that it may be necessary to increase the rates as recommended and suggested more pubiic outreach to educate the citizens as to the reasons behind the increase. Finance Director Coleman reviewed the Sewer Utility CIP Funding Plan with the Committee. Coleman discussed the effect the increase in Metro rates has had on the Sewer Utiliry The Committee and staff reviewed the Sewer Utility Rate Revenue Requirements graph. Chairman Wagner asked for a more detailed breakdown of components of the identified 33% rate increase shown in 2012. Chairman Wagner stated that he would be unable to recommend the proposed rate increase until staff provides the breakdown. The Committee agreed. Mayor Lewis spoke about the benefit of having a planned programmed rate increase every year regardless of how healthy the utility appears financially The Committee agreed. Finance Director Coleman reviewed the Stormwater Utility CIP Funding Plan with the Committee. Chairman Wagner stated that he supports the recommended rate increase for the stormwater utility The Committee agreed. The Committee and staff discussed the combined Utility System Debt Page 7 of 9 Service Coverage. Finance Director Coleman answered questions asked by Chairman Wagner regarding the bond market coverage requirements. The Committee and staff discussed the SFR Monthly Utility Billings Inter- jurisdictional Comparison, noting that comparably the City still has one of the lowest combined utility charges in the area even after the proposed rate increases. The Committee will continue discussion regarding utility rate increases at future meetings. E. Ordinance No. 6397 (Yao) An Ordinance of the City Council of the City of Auburn, Washington, Amending Chapter 18.56 of the Auburn City Code and Ordinance No. 6353 as to the Effective Dates of Said Ordinance Amendments to Chapter 18.56 of the Auburn City Code Relating to Temporary Signs Planning Manager Chamberlain introduced Planning Intern Yao to the Committee. Planning Intern Yao explained that draft Ordinance No. 6397 proposed to extend the temporary sign provisions in the sign code for a period of two years at the recommendation of the Planning and Community Development Committee. Chairman Wagner asked that staff make sure that individuals do not violate the code by displaying portable reader boards. The Committee supports the introduction and adoption of Ordinance No. 6397 F 2011 Save Our Streets (SOS) Year End Report (Wickstrom) This discussion item was postponed until the next meeting. G. 2012 Arterial/Collector Pavement Preservation Proposed Streets (Wickstrom) The Committee and staff briefly reviewed the proposed streets for the 2012 Arterial/Collector Pavement Preservation Project. The Committee was satisfied with the street selection being proposed. Chairman Wagner asked if there were any long term plans for additional pavement treatments for the road leading to the cemetery Staff stated that there were no plans at this time. The Committee and staff reviewed the map of the proposed future Save Our Streets (SOS) projects. Chairman Wagner compared the number of arterial streets that remain to the number of future SOS streets. Page 8 of 9 Mayor Lewis requested a map showing SOS streets in need of work at the time the program was started, 2005, in one color and a second map that shows the streets that currently remaining that need work. Mayor Lewis also requested a map showing the remaining arterial and collector street work, a map showing what would remain 5 years after the bond is passed, if the bond is passed, and 10 years after the bond is passed. Mayor Lewis would like the maps in slide/presentation format. H. M Street Underpass Project -Traffic Detour Plan (Sweeting) This discussion item was postponed until the next meeting. I. Capital Project Status Report (Gaub) This discussion item was postponed until the next meeting. J. Activities Matrix (Dowdy) This discussion item was postponed until the next meeting. V ADJOURNMENT Chairman Wagner stated that the Council Operations Committee Meetings are scheduled at 5:00 p.m. the first Monday of every monih and the Public Works Committee Meetings will need to adjourn by 5:00 p.m. on those days. There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:59 p.m. Approved this 21 st day of February, 2012. C..�/J _ /l✓� Rich Wagner, Chairman enni igsby, ent Secretary Page 9 of 9