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HomeMy WebLinkAbout02-04-2013 cmroF. =�- * .• Public Works Committee : February 4, 2013 - 3:30 PM , Annex Conference Room 2 � 1NA5HINGTON 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, Auburn, Washington. A. Roll Call Chairman Wagner, �ce-Chair Bill Peloza, and Member Wayne Osbome were present. Also present during the meeting were: Mayor Pete B. Lewis, Public Works Director'Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Assistant City Engineer Ingrid Gaub, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Transportation Planner Joe Welsh, Street System Engineer Seth Wickstrom, Project Engineer Ryan Vondrak, Finance Director Shelley Coleman, Solid Waste and Recycling Supervisor Joan Nelson, Assistant City Attorney Steve Gross, Emergency Preparedness Manager Sarah Miller, Water Manager Allen Hunter, Water Utility Engineer Cynthia Lamothe, Innovations and Technology Director Ron Tiedeman, Business Systems Analyst Jim Felty and Public Works Secretary Jennifer Cusmir Members of the public in attendance included: Alice Ostdiek of Foster Pepper LLC Attorneys at Law, Lindsay Sovde of Seattle-Northwest Securities Corporation (SNW), and Citizen Scott Pondlick. 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 Osborne seconded to approve the Public Works Committee Meeting minutes for date, January 22, 2013, as amended. Vice-Chair Peloza asked that the minutes be amended, page 7, Page 1 of 7 Discussion Item A, the last paragraph, to read, "The Committee agreed that the total adjusted amount of$680.05 should be written off " The Committee agreed. Motion Carried Unanimously 3-0. B. Right-of-Way Use Permit No. 13-01 (Mund) Councilmember Peloza moved and Councilmember Osbome seconded to approve Right-of-Way Use Permit No. 13-01 Transportation Planner Joe Welsh stated that there were no changes to the permit and it is the same as the previous years. Motion Carried Unanimously 3-0. C Public Works Project No. CP1112 (Wickstrom) Councilmember Peloza moved and Councilmember Osborne seconded to approve Final Pay Estimate Ido. 4 to Contract No. 12-09 in the amount of $10,764.69 and accept construction of Project No. CP1112 2011)2012 City Sidewalk Repair Project. Chairman Wagner asked if staff had learned anything from the project about how the projects may be improved in the future. Street Systems Engineer Wickstrom stated that the repairs were similar to projects completed over the last few years and everything went well. Street Systems Engineer Wickstrom addressed comments made by Member Osborne regarding the $0.00 amount paid for traffic control. Motion Carried Unanimously 3-0. III. RESOLUTIONS A. Resolution No. 4903 (Vondrak) A Resolution of the City Council of the City of Aubum, Washington, Authorizing the Mayor to Accept a Federal Grant to be Administered through the Washington State Department of Transportation for the South 277th Street Corridor Capacity and Non-Motorized Trail Improvement Project Councilmember Peloza moved and Councilmember Osborne seconded to Motion Carried Unanimously 0-0. Councilmember Peloza moved and Councilmember Osborne seconded to recommend City Council adopt Resolution No. 4903. Page 2 of 7 Project Engineer Vondrak explained that the project is not on the Capital Projects Status Report because the project has not been initiated with the Committee and the funding agreement has not yet been executed, in response to a question asked by Chairman Wagner Assistant Director/City Engineer Selle stated that the project includes design, permitt'ing, and property acquisition for the entire roadway improvements including roadwork and pedestrian improvements. Construction funding is not included. Chairman Wagrier asked that when the project is included on the Capital Project Status Report, it be made clear fhe project is only design and right-of- way acquisition. Project Engineer Vondrak answered questions asked by Vice-Chair Peloia regarding the 13.5% grant match. Motion Carried Unanimously 3-0. IV DISCUSSION ITEMS A. Ordinance No. 6451 (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, Relating to the Combined Utility Systems of the City; Providing the Issuance of One or More Series of Utility System Revenue Bonds of the City Chairman Wagner stated that Item IV A would be discussed prior to the approval of the minutes. Finance Director Coleman introduced Alice Ostdiek of Foster Pepper LLC Attorneys at Law and Lindsay Sovde of Seattle-Northwest Securities Corporation (SNW) to the Committee. Finance Director Coleman provided background information regarding the initial issuance of Utility System Revenue Bonds, which were issued approximately two years ago and Ordinance No. 6451 will authorize a second issuance. Coleman stated that the projects paid for by the first bond issuance are almost complete and the funds have been spent. The City is ready to move forward and start additional projects. Finance Director Coleman reported that the second bond issuance is less than it was intended to be because Public Works staff was successful in obtaining a Public Works Trust Fund Loan in the amount of $3.3M to fund the Well 1 Improvement project. There are $11,520,000.00 in projects that have been identified in Ordinance No. 6451 Page 3 of 7 Finance Director Coleman stated that Ordinance No. 6451 is scheduled to be introduced and adopted by the City Council at the February 19, 2013 City Council Meeting. The bonds will be priced at the end of February and the sale will start five days after that. Utilities Engineer Repp stated that staff anticipates by the end of 2013 there will be enough information to bring to the Committee with recommendations on the Fulmer Well Field Improvement Project, in response to a question asked by Chairman Wagner Utilities Engineer Repp described how the cost estimate for the Fulmer Will Field Improvements, $1,955,000.00, was calculated. Chairman Wagner asked if there will be additional water rights included in the project. Repp answered that there will be no new water rights. The project uses only existing water rights. Utilities Engineer Repp explained that the BNSF Utilities Crossing Project is related to the BNSF third rail construction proposed by the railroad for construction in 2014, in response to a question asked by Member Osborne. The City is responsible for addressing our utility crossings within the railroad Right-of Ways. Ms. Ostdiek explained the similarities and the differences between Ordinance No. 6451 and utility borid ordinance that the City has adopted in the past. Ms. Ostdiek reviewed Section 4, Description of the Bonds, Appointment of Designated Representative, which sets forth all of the parameters of the bond, with the Committee following a question asked by Chairman Wagner Ms. Ostdiek answered questions asked by Chairman Wagner regarding the criteria used to determine the final ma#urity of the bonds. Ms. Sovde stated that based on staffs recommendations currently the ordinance authorizes a maximum 20 year bond issue. Ms. Ostdiek answered questions asked by Chairman Wagner regarding Section 15, Flow of Funds and how the cost of operating the utility is funded. Vice-Chair Peloza asked that finro decimal places for all dollar amounts be included in the ordinance and exhibits. Member Osbome asked if there would need to be an additional rate increase because of the issuance of the bonds. Finance Director Coleman answered that the existing rate ordinance already has the automatic rate increases built in. Ms. Sovde distributed a summary of what has been happening in the bond market to the Committee. Ms. Sovde reviewed the summary with the Committee. Ms. Sovde noted that the true interest cost may be Page 4 of 7 high or lower that the 2.8% indicated on the summary Finance Director Coleman stated that the ordinance is being taken to the Finance Committee for action and then to Council for adoption on February 19, 2013. B. King County Solid Waste Interlocal Agreement (Coleman) Solid Waste and Recycling Supervisor Nelson explained that the agreement being discussed by the Committee is an extension of an existing agreement formed in 1988, which was a 40-year term agreement. Because the expiration date is nearing with the need to update transfer systems and make changes in liability, the language in the agreement needs to be updated to meet the City's needs and extend the length of the agreement King County can do long-term bonding for Solid Waste Management Capital Projects at lower bond interest rates and subsequently, lower customer costs. Solid Waste and Recycling Supervisor Nelson stated that the new agreement is a better agreement and if the City does not enter into the new agreement the City will end up paying more per year Assistant City Attorney Gross stated that the cost of insuring against liabilities is a system cost which will be reflected in the rates. The agreement provides for the County doing some kind of combination of buying insurance, if commercially feasible, setting aside a reserve to cover liability, or making sure the rate structure provides a sufficient amount to take care of liability, in response to a question asked by Chairman Wagner Chairman Wagner asked when the agreement needs to be signed. Solid Waste and Recycling Supervisor Nelson answered that the agreement needs to be signed by the end of April. Nelson noted that everyone on the Council has seen the agreement and staff plans on brining a resolution for action to the Municipal Services Committee next week and to Council for adoption on February 19, 2013. Chairman Wagner asked the date of expiration of the agreement. Assistant City Attorney answered December 24, 2040. Vice-Chair Peloza spoke about the continued emphases on recycling. C. SCADA System Overview (Repp/Hunter) Utilities Engineer Repp explained that staff will be presenting the Committee with an overview of the new SCADA software and control systems. Repp stated that sites are still being brought online to the system. Page 5 of 7 Using the projector, Water Manager Hunter, with the assistance of Business Systems Analyst Felty, Project Engineer Robert Lee and Water Utility Engineer Lamothe, provided the Committee with an overview of the architecture of the system, and spoke about sanitary sewer and pump station configurations and the configuration of the water system. The presentation ended with the reporting capabilities of the software. Mayor Lewis noted that the SCADA system is fully supported with the City's fiber and networking upgrades. Chairman Wagner requested that an abbreviated SCADA presentation be made to appropriate other City Council committees, e.g. Finance. D Ordinance No. 6428 (Dowdy) An Ordinance of the City Council of the City of Auburn, Washington, Amending Sections 2.75.040 and 2.75.060 of the Auburn City Code Relating to the Director of Emergency Management Director powdy stated that the ordinance provides flexibility in assigning a Director of Emergency Management to the City Code, in response to a question asked by Chairman Wagner Mayor Lewis and Emergency Preparedness Manager Miller answered questions asked by Meinber Osborne regarding the succession of the chair-person in the absence of the Mayor E. Capital Project Status Report (Gaub) Item 6 — C207A —A Street NW Corridor— Phase 1. Chairman Wagner asked if staff can ask the Post Office to improve sidewalk pedestrian and bicycle visibility, not vehicle traffic visibility, at the exit to their parking lot on A Street NW Mayor Lewis stated that he would try to contact the Post Office authorities. This item should be added to the Action Tracking Matrix. Item 7 — CP0817 — 2009 Sewer & Storm Pump Station Replacement— Phase C White River. Vice-Chair Peloza asked if there is a new finish date for the project. Assistant City Engineer Gaub answered that staff is working on some minor punch list items involving the alarms. Tlie project should be finished February 2013. Item 8 — CP0909 — Lakeland Hills Booster Pump Station: Vice-Chair Peloza noted a Scribne�'s e��or in the status. Item 10 — CP1103 — 132nd Avenue SE Tacoma Pipeline Intertie: Utilities Engineer Repp described how start up and opening of Page 6 of 7 the intertie will happen, in response to a question asked by Chairman Wagner Vice-Chair Peloza reported the increase of graffiti on the bridge wall on Green River Road. Mayor Lewis stated that bridge is in King County Staff will report the graffiti to the County Mayor Lewis asked for a sign to be installed at the City boundary on Green River Road that states, "You Are Entering King County " Item 16 - CP1108 - 2011/12/13 Citywide Storm Pond Cleaninc1�. The Committee discussed whether an article on this project would be beneficial and decided it would not be. Assistant City Engineer Gaub distributed a summary of the Annual Expenditures for Capital Projects, which was previously requested by the Committee. F Action Tracking Matrix (Dowdy) Item J - Com�rehensive Trans�ortation Plan Update: Transportation Manager Para sfated that tHe update the Committee recently received from Transportation Planner 1Nelsh was last year's updates and is different than the updates included in the status of Item J, in response to a question asked by Chairman Wagner Chairman Wagner asked that way-finding signage for the Aubum Valley Humane Sociery is added to the matrix. Me.mber Osborne asked for staff to examine the possible sight- distance issues at the intersection of 4th Street SE/Cross Street and Auburn Way S. The item will be added to the matrix. V ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4.57 p.m. Approved this 19th day of February, 2013. ��I G./l �- � --� , ',�.�- Rich Wagner, Chair nifer C mir, Department Secretary Page 7 of 7