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Home My WebLink About07-02-2012 cmroF. .=�~* • Public Works Committee July 2, 2012 - 3:30 PM Annex Room 2 ivnSH►rfGTON' MINUTES I. CALL TO ORDER Chairman Rich Wagner called the meeting to order at 3:30 p.m. iri Conference Room #2, located on the second floor of Auburn City Hall, One East Main Street, Auburn, Washington, 98002. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were present. Also present during the meeting were: Mayor Pete Lewis, Public Works Director Dennis Dowdy, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Engineering Aide Amber Mund, Traffic Engineer Pablo Para, Project Engineer Kim Truong, Street Systems Engineer Seth Wickstrom, Water Utility Engineer Cynthia Lamothe, Assistant Police Chief William Pierson, Emergency Preparedness Manager Sarah Miller, Recreation Program/Marketing Manager Julie Brewer, Solid Waste Recycling Coordinator Joan Nelson, Finance Director Shelley Coleman, City Attomey Dan Heid, Director of Human Resources/Risk Management Brenda Heineman, citizen Scot Pondelick, and Public Works Secretary Jennifer Rigsby B. Announcements There were no announcements. C. Agenda Modifications There were two agenda modifications, Consent Agenda Item I, Public Works Banner Pole Foundation Repair Project and Discussion Item E, Auburn Municipal Court. II. CONSENT AGENDA A. Approval of Minutes Councilmember Peloza moved and Councilmember Osborne seconded to approve the minutes of the June 18, 2012 Public Works Committee Meeting, as corrected. Vice-Chair Peloza noted a Scribner's error on the last page of the minutes. Page 1 of 9 Motion Carried Unanimously 3-0. B. Right-of-Way Use Permit No. 12-15' (Brewer/Welsh) Councilmember Peloza moved and Councilmember Osborne seconded to approve the amendment to Right-of-Way Use Permit No. 12-15 for the Parks and Recreation Department ArtRageous. Chairman Wagner explained that the Committee had concerns rega�ding children crossing Auburn Avenue at the Main Street intersection to reach activities. Program/Marketing Manager Brewer stated there will be additional signage and the children's activities are located a greater distance apart than they have it the past to help prevent children from moving quickly from one activity to the next. Chairman Wagner asked if there will be staff available to monitor the crossing. Program/Marketing Manager Brewer stated that there are no staff currently assigned to monitor the crossing, but there may be volunteers available to assist. Chairman Wagner asked if the activities can be separated even further than they currently are to help prevent children from rushing across the street. Program/Marketing Manager Brewer confirmed that would be possible. Program/Marketing Manager Brewer answered questions asked by Member Osborne regarding the events on the east side of Auburn Way North. Chairman Wagner noted that since the goal is to have more City events in the downtown area, staff needs to be aware of each evenYs demographic and take certain safety precautions, especially for children's events. Motion Carried Unanimously 3-0. C Right-of-Way Use Permit No. 12-18 (Welsh) Councilmember Peloza moved and Councilmember Osborne seconded to approve Right-of-Way Use Permit No. 12-18 for Emergency ManagemenYs Disaster Fair Emergency Preparedness Manager Miller stated that her staff has coordinated with the Farmers' Market and the two events are cross promoting and doing some activities together, in response to a question asked by Chairman Wagner Page 2 of 9 Member Osbome asked if the City Hall Plaza and extended plaza areas can be used for the fair Emergency Preparedness Manager Miller answered fhat the plaza areas are being used but there will be a fire truck and larger equipment at the fair and those cannot be parked on the Plaza areas but will be in the street instead. Motion Carried Unanimously 3-0. D Public Works Project No. CP1121 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council grant permission to advertise for bids for Project No. CP1121, 2011/2012 City Sidewalk Repair Project. Street Systems Engineer Wickstrom explained that the south eastern area, as per the project vicinity map, is an area that was almost completed during the bi-annual project two years ago, so this year the area has been included in the scope in order to complete it. Wickstrom reported that he is aware of a lot of public complaints regarding the condition of the sidewalks in that particular area. Vice-Chair Peloza asked that the 1100 block of Harvey Road be given priority Street Systems Engineer Wickstrom stated that as part of the contract, Harvey Road work is expected to be completed first. Mayor Lewis stated that the work at each location on Harvey Road should be completed as needed, recognizing the urgency of repairing the 1100 block section. The Committee agreed. Motion Carried Unanimously 3-0 E. Public Works Project No. CP1201 (Wickstrom) recommend Ciry Council award Contract No. 12-08 to SCI Inftastructure LLC on their low bid of $1,200,811 00 plus Washington State sales tax of $30,286.86 for a Total Contract Price of $1,231,167 86 for Project No. CP1201, 2012 Local Street Pavement Reconstruction. Vice-Chair Peloza asked if the work on J Street SE will be similar to the work being completed on H Street SE. Street Systems Engineer Wickstrom answered that the work will be very similar in terms of infrastructure. Street Systems Engineer Wickstrom responded to questions asked by Vice-Chair Peloza regarding recycling concrete. F Public Works Project No. CP1206 (Wickstrom) Page 3 of 9 Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council award Contract No. 12-10 to Puget Paving and Construction on their low bid of $1,261,713.50 for Project No. CP1206, 2012 Pavement Patching, Chipseal, and Overlay Project. Street Systems Engineer Wickstrom stated that notices explaining the double chipseal process will be distributed to property owners within the affected project areas, in response to a question asked by Chairman Wagner Chairman Wagner asked about signage. Street Systems Engineer Wickstrom stated the Save Our Streets signage for the local roads will be in place as well as construction waming signs, in response to questions asked by Chairman Wagner and Member Osborne. Mayor Lewis asked that the contractor also put up Loose Gravel signs on the chipseal streets. Motion Carried Unanimously 3-0 G. Public Works Consultant Agreement No. AG-C-415 (Repp/Lamothe) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council grant permission to enter into Consultant Agreement No. AG-C-415 with HDR Engineering Inc., for engineering services for Water Ufility Meter and Billing System Improvements, as amended. Utilities Engineer Repp addressed the Committee and explained that the radio read meter equipment the City is currently using is not compatible with the more advanced equipment now used in the industry Repp stated rather that continuing to install the current radio read meters; staff is recommending evaluating the City's current equipment and the industry's new technologies to develop a range of options for the City to consider Water Utility Engineer Lamothe stated that the consultant will be examining system conversion implementation issues, such as how much of the City's inventory can be utilized and salvaged and how the process would take place, in response to a question asked by Chairman Wagner regarding the scope of work. Utilities Engineer Repp and Water Utility Engineer Lamothe reviewed the scope of work with the Committee. Chairman Wagner asked that the scope of work be more specific and include the alternative of salvaging and using some of the City's current equipment. Page 4 of 9 Utilities Engineer Repp stated that the intent of the scope of work is to evaluate alternatives and creating a decision process, and there is more focus on AMI technology because of the complexity of the system and the benefits it can provide, in response to a question asked by Member Osborne. Utilities Engineer Repp reviewed the different technologies being used by neighboring jurisdictions, in response to a question asked by Vice- Chair Peloza. Utilities Engineer Repp stated that visiting and reaching out to other jurisdictions that are working on or have complete similar projects is part of the consultanYs scope of work, in response to a question asked by Member Osborne. Utilities Engineer Repp responded to a question asked by Vice-Chair Peloza regarding the necessity to use a consultant to complete the scope of work instead of working directly with neighboring jurisdictions. Director powdy pointed out how every jurisdiction's water and communications systems vary so we need advice on how to work with Auburn's specific systems. Water Utility Engineer Lamothe answered questions asked by Member Osborne regarding the consultant budget. Utilities Engineer Repp stated the consultant work and the upgrade is included in the Capital Improvement Plan and rate study Water Engineer Lamothe state that there is $2 million budgeted for the upgrade portion of the project, in response to a statement made by Member Osborne. Motion Carried Unanimously 3-0. H Public Works Project No. EM0902 (Truong) Councilmember Peloza moved and seconded to recommend City Council grant permission to advertise for bids for Project No. EM0902, Temporary Flood Control Barriers Project. Motion Carried Unanimously 0-0 I. Public Works Banner Pole Repair Project" (Gaub) Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council approve initiation of the Public Works Banner Pole Repair Project. Page 5 of 9 The Committee and staff discussed the repair options; (a) repairing the banner pole foundation only and (b) repairing both the banner pole foundation and the surrounding settled sidewalk area. Director powdy spoke about the condition of the sidewalk and curbs along Main Street. Director powdy explained that once work has commenced, it may be discovered that there has been additional settlement and the sidewalk and/or street area may need to be repaired in addition to the banner pole foundation. Director powdy pointed out that the estimated cost of the project is not budgeted. The Committee and staff discussed the possible causes of the settlement. The Committee and staff reviewed the project vicinity map. Director powdy stated that following excavation, if the settlement area appears to be larger than the area highlighted on the map, staff's recommendation is to repair the banner pble foundation and return to Committee to discussed options for repairing the remaining surrounding area at a later date. The Committee agreed. The Committee and staff discussed if the damages may be covered by insurance. Director powdy stated that the project is unbudgeted and the cost exceeds the Mayor's authority, so the initiation of the project needs to be approved by Council, in response to a question asked by Chairman Wagner It was decided that if repairs to the sidewalk are made, staff will try to match the existing boardwalk color and design. Motion Carried Unanimously 3-0. III. RESOLUTIONS A. Resolution No. 4830 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute an Interlocal Agreement with King County for the Completion of the Emergency Flood Protection Measures Project Councilmember Peloza moved and Councilmember Osborne seconded to that the Committee recommend City Council adopt Resolution No. 4830 Director powdy spoke about the cost sharing and funding for the cost of removal of the flood barriers. Director powdy stated that King County funds will be allocated as if theywere grant funds. King County Page 6 of 9 is covering 75% of cost and the City will be funding 25% either in full or by borrowing the funds from the City's allocated Opportunity Fund of the Flood Control District. Director powdy, Mayor Lewis and the Committee discussed project funding. The decision was made to use the Opportunity Fund unless costs exceed the current estimates. Director powdy answered questions asked by the Committee regarding restoration of the levees to their original condition. Assistant Ciry Engineer Gaub stated that staff took photographs of private properties prior to installation of the levees to assist in the restoration process and`there are allowances for the restoration in the project estimate and contract. The Committee and staff reviewed the Hold Harmless portion of the agreement. AssistanfiCity Engineer Gaub stated there are approximately a dozen or so private residences back yards included in the project. The remainder of the work is located within the King County Levee system. Assistant City Engineer Gaub described the location of the work included in the project scope, in response to a question asked by Chairman Wagner regarding cost of property restoration. �ce-Chair Peloza noted a Scribner's error which will be corrected. Motion Carried Unanimously 3-0 IV DISCUSSION ITEMS A. Senior Utility Discount and Rebate (Coleman) Councilmember Peloza moved and Councilmember Osborne seconded to Finance Director Coleman reviewed the existing program with the Committee. Coleman stated the rebates were considered during the utility rate study The Committee discussed the cost for the programs & by consensus agreed to continue the program as is. Solid Waste Recycling Coordinator Nelson addressed guestions asked by Member Osborne regarding the rebate amounts for solid waste customers. Mayor Lewis stated that when the program was initiated it was done so with the knowledge that the City would be covering the cost share of the Metro sewer fees. Page 7 of 9 Finance Director Coleman answered questions asked by Member Osborne regarding discounfs for customers who are high water consumers. The Committee stated their support for the program. Motion Carried Unanimously 0-0. B. Auburn Way South (SR-164) Corridor Safety Project (Para) Traffic Engineer Para reported that a grant has been secured to pay for the project and so the Transportation Improvement Plan must now be modified to obligate the funds. Traffic Engineer Para reviewed the scope of the project for the intersection at Auburn Way South and Riverwalk Drive SE, in response to a question asked by Chairman Wagner C. Capital Project Status Report (Gaub) Item 30 — CP1121 — 2011 Local Street Pavement Preservation Phase 2: Assistant City Engineer Gaub stated there is a failed sewer line being repaired on 2nd Street NE that was not identified as a problem until after paving the roadway, in response to a question asked by Member Osborne. Item 8 — C201A — M Street Underpass: Chairman Wagner asked if the sidewalk supervisors have a place to view the project site. Assistant City Engineer Gaub answered that there will probably not be a good location to see the work going on and to bring people into the construction site would not be safe. BNSF also does not want people within their right-of-way Assistant City Engineer Gaub reported that the next closure for 6th and 4th Streets NE is scheduled to begin July 23, 2012 and will last 4 weeks, to lower the roadway intersections. Assistant City Engineer Gaub stated that the traffic signals on the M Street detour route are monitored, in response to a question asked by Chairman Wagner D. Activities Matrix (Dowdy) Item B — Coal Creek Springs Field Tri� The field trip is scheduled for July 24, 2012. Chairman Wagner reiterated that Environmental Protection Manager Andersen should also be included. E. Auburn Municipal Court" (Coleman/Heineman) Page 8 of 9 Finance Director Coleman stated she included a 2013 column for the Aubum Municipal Court and the King County District Court to the spreadsheet provided to the Committee as part of the agenda modification. The Committee, Mayor Lewis and staff discussed the inclusion of the Judge's suggestions for reduction of services, into the proposal. Mayor Lewis pointed out that the Council can assign a budget for court services but cannot control the allocation of funds for each service, in response to a statement made by Chairman Wagner Direcfor of Human Resources/Risk Management Heineman explained that the Court also has the ability to go over budget and the City has the obligation to pay for the bverrun, under state law Mayor Lewis stated that the points he made at the last Municipal Services Committee are all that can be provided to Council. V ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4 54 p.m. Approved this 16th day of July, 2012. � � Rich Wagner, Chairman Jennifer igsby, Dep ent Secretary Page 9 of 9