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HomeMy WebLinkAbout03-04-2013 Untitled Public Works Committee March 4, 2013 - 3:30 PM ' j Annex Conference Room 2 "%�Asrii'NG-t6N' 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. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborn 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, Project Engineer Robert Lee, Engineering Aide Amber Mund, Innovation and Technology (IT) Director Ron Tiedeman, Finance Director Shelley Coleman, Traffic Engineer James Webb, Storm Drainage Engineer Tim Carlaw, Water Quality Control Coordinator Chris Thorn, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included: from SEFNCO Communications, Inc., Scott Morrison and citizen Scot Pondelick. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA III. ACTION A. Approval of Minutes Vice-Chair Peloza noted that the Committee Members making the motions and seconding the motions had been reversed on the action items. Vice-Chair Peloza requested that the motion be positioned in the minutes following the discussion of the agenda items and before the voting results. Chairman Wagner stated that if the placement of the Page 1 of 8 motion was due to limitation of the software used to complete the minutes, the motion can be located prior to the discussion of the items. Public Works Secretary Cusmir said that she will check with the City Clerk to determine how others are using the minute's template in the software to change the location of the motion. Vice-Chair Peloza asked that the first sentence for Discussion Item B, be amended to read, "Vice-Chair Peloza spoke positively about the report for the Save Our Streets (SOS) program." Vice-Chair Peloza noted a formatting error on page 6 of 7, Discussion Item E. Vice-Chair Peloza asked that a sentence in the fourth paragraph of Discussion Item E be amended to read, "Vice-Chair Peloza asked Mayor Lewis to remind King County of graffiti on Green River Road, under the 277th bridge." Vice-Chair Peloza asked that the first sentence on page 7 of 7, Discussion Item F, be amended to read, "Finance Director Coleman responded to a clarification question asked by Vice-Chair Peloza...." It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee Meeting minutes for date, February 19, 2013, as amended. Motion carried 3-0. B. Public Works Project No. CP0921 (Lee) Vice-Chair Peloza asked why some of the items on the final pay estimate did not more closely match the Engineer's Estimate. Assistant Director/City Engineer Selle answered that most of the items are related to gravels and things that are estimated however; the actual quantities are difficult to estimate and are not known until the contractor digs into the existing ground material, i.e. whether native material or imported material will be used. Assistant Director/City Engineer Selle explained that one can not predict what the final trench widths, slopes and depths are going to be because much of this depends on the contractor's means and methods. Member Osborne asked if the sewer television inspection is completed by City staff or the contractor. Project Engineer Lee answered that for construction projects, the contractor is required to provide the inspection. The Maintenance and Operations Sewer Division has their own video inspection capabilities but they are not used as part of construction contracts. Page 2 of 8 It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council approve Final Pay Estimate No. 5 to Contract No. 10-02 in the amount of $25,741 .42 and accept construction of Project No. CP0921 , Bi-Annual Sanitary Sewer Repair and Replacement. Motion carried 3-0. IV. RESOLUTIONS A. Resolution.No. 4904 (Mund) A Resolution of the City of Council of the City of Auburn, Washington, Setting a Public Hearing to Consider a Franchise Agreement with Zayo Group LLC Chairman Wagner asked about the grantee facilities being required to be relocated or replaced, at the City's request, at the grantee's expense. Assistant Director/City Engineer Selle answered that if the facilities are underground and are in the way of the City, the facilities are relocated at the grantee's expenses but if the City asks for facilities, that are not necessarily in the City's way, to be relocated underground, there may be a shared cost between the City and the grantee, depending upon the situation. Vice-Chair Peloza asked why the Municipal Service Committee is not the action committee for Resolution No. 4904. Chairman Wagner pointed out that franchise agreements are the responsibility of the Municipal Services Committee if they serve the City's citizens and the Zayo franchise agreement is for facilities passing through the City, therefore Public Works is the action committee. Engineering Aide Mund clarified that the Zayo Group will be serving other businesses in the City but not the residents of Auburn directly. Vice-Chair Peloza asked that all of the dollar amounts in the resolution include the tenth and hundredth decimal places. Director Dowdy explained that the grantee must obtain pole attachments agreements from Puget Sound Energy (PSE) and it is PSE that determines how much space is left and if a utility pole needs to be replaced, in response to a question asked by Chairman Wagner. Chairman Wagner asked if the grantee would ever use poles owned by the City. Director Dowdy answered that only PSE poles are used for aerial hookups. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council adopt Resolution No. 4904. Page 3 of 8 Motion carried 3-0. V. DISCUSSION ITEMS A. Resolution No. 4919 (Tiedeman) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Execute a Cooperative Purchasing Agreement with the University of Washington for the Purpose of Purchasing General Supplies and Equipment IT Director Tiedeman explained that Resolution No. 4919 authorizes the City to enter into a cooperative purchasing agreement with the University of Washington. Tiedeman stated that the agreement will allow the City to make purchases using contracts that the University has already negotiated, contracts they have already posted Requests for Proposals (RFPs) for, or already have contract number for. The City will be able to share resources that the University has already gone out to bid on, and vice versa, making the contract a joint cooperative agreement. IT Director Tiedeman responded to questions asked by Chairman Wagner regarding the possible limitations of the agreement in cases where a bid specifies quantities. Mayor Lewis and IT Director Tiedeman explained how the City could utilize the agreement authorized by Resolution No. 4919 in conjunction with the existing procurement agreement with National League of Cities, in response to a question asked by Vice-Chair Peloza. The Committee supported adoption of Resolution No. 4919. B. Resolution No. 4913 (Coleman) A Resolution of the City Council of the City of Auburn, Washington, Identifying the City Council's Desire to Move Forward with Funding Preparations for the City of Auburn Community Center Finance Director Coleman explained that Resolution No. 4913 formalizes the City Council's intent on evaluating the funding for the Community Center. Vice-Chair Peloza asked for a date when the Council will be briefed on the current Community Center footprint and functionality. Chairman Wagner answered that the topic was going to be on the agenda for the last Committee of the Whole Meeting, but that the agenda was too long to include the Community Center. Chairman Wagner suggested scheduling a workshop. Mayor Lewis suggested that instead of a workshop, the Parks Department can do a presentation at the next Council Meeting. Page 4 of 8 Finance Director Coleman said that any fund that is governmental in nature may be used, but would not include the enterprise funds, in response to a question asked by Member Osborne. The Committee supported adoption of Resolution No. 4913. C. Resolution No. 4917 (Webb) A Resolution of the City Council of the City of Auburn, Washington, Setting a Hearing Date in Relation to Amending the 2013-2018 Transportation Improvement Program of the City of Auburn Pursuant to R.C.W. Chapter 35.77 There were no questions from the Committee. The Committee supported adoption of Resolution No. 4917. D. NPDES II Annual Report (Carlaw/Thorn) Chairman Wagner asked if NPDES deals with infiltration of storm water into the sanitary sewer system. Water Quality Coordinator Thorn answered that the current permit does not relate to instances of infiltration, but the new permit is looking in to it, potentially classifying infiltration as an illicit discharge. Water Quality Coordinator Thorn stated that the City is required to submit its Annual Report with the Stormwater Management Program attached by March 31 , 2013, in response to a question asked by Chairman Wagner. The Committee and staff reviewed the 2012 Annual Report. Water Quality Coordinator Thorn briefed the Committee on the current permit requirements and methods for detecting illicit discharges. Thorn stated that staff is not finding much outfall that would indicate illicit discharge. The Committee and staff discussed the number and types of calls received on the hotline. Chairman Wagner asked for a definition of a "spill to MS4." Thorn answered that an MS4 would include conveyance systems for storm drainage, gutters and the street surface. Staff responded to several discharges or spills that do not make their way into the storm system or natural water. Water Quality Coordinator Thorn answered questions asked by the Committee regarding the types of discharges staff responds to and the type of reporting used. Page 5 of 8 required; however a public comment period is required. The Committee and staff continued their review of the draft Stormwater Management Program. Responding to questions asked by Chairman Wagner, Water Quality Coordinator Thorn stated that there is a regional water quality forum that was working to put together proposals for the Department of Ecology for the next permit cycle to influence what would be included in the permit for monitoring. City staff participated in that process. Chairman Wagner requested an NPDES executive summary, focused on monitoring and enforcement, be provided to the entire Council. Water Quality Coordinator Thorn explained the schedule outlines for approval of the program. The public review and comment period began March 4th. The Planning and Community Development Committee will discuss the Annual Report and program on March 7th. On March 18th the Public Works Committee will be asked to take action and a Public Hearing will be held at the City Council Meeting. The Council will be asked to adopt Resolution No. 4908 at the same meeting. The Committee, Mayor Lewis and staff discussed public education for illicit discharging into the storm system. E. Capital Project Status Report (Gaub) Item 3 — C207A — A Street NW Corridor — Phase 1 : Chairman Wagner asked if there have been any complaints about the connection at the north end of the corridor. Assistant City Engineer Gaub stated that there have been no complaints. Item 10 — CP0915 — Well 1 Improvements — Transmission Lines: Chairman Wagner asked for staff to check with the contactor and verify the flaggers on the project site are fully trained. Assistant City Engineer Gaub answered that all flaggers are required to have flagging cards, but she will check with staff to see if there have been any issues. Item 9 — C201A — M Street Underpass: Vice-Chair Peloza asked about the installation of a live camera. Mayor Lewis stated that there is a camera and the feed can be viewed on the City website. Assistant City Engineer Gaub stated that there is one new railroad bridge being used by BNSF while the second bridge is under construction, in response to a question asked by Member Osborne. Item 13 — CP1108 — 2011/12/13 Citywide Storm Pond Page 7 of 8 Cleaning: Member Osborne commented on the additional ponds added to the scope of the project. Assistant City Engineer Gaub stated that the budget is covering all 16 ponds in the project's scope in order to catch up on the outstanding work that must be completed for our permit requirements. Item B — CP1115 — City Hall NW Plaza Improvements: Chairman Wagner asked if storm drainage similar to the front plaza is included in the project. Assistant City Engineer Gaub stated that the current scope for the north plaza does not include any underground storm drainage storage because there is not as much open area on the north side as there was on the front side of City Hall to accommodate it. F. Action Tracking Matrix (Dowdy) Item J — BNSF Stampede Pass Line: Chairman Wagner stated that staff can reschedule the completion date for later. Item M — Auburn Valley Humane Society — Wayfinding Signage: Chairman Wagner asked for the estimated completion date. Transportation Manager Para answered that the signs will be installed before April 1 st. Member Osborne reminded staff to include the NPDES Executive Summary to the matrix. The estimated completion date will be the first Public Works Committee Meeting in May. Item O — Pedestrian Visibility Improvements on A Street NW (Post Office exit): Vice-Chair Peloza asked that "west" be included in the item description. Chairman Wagner asked about the estimated completion date. Assistant Director/City Engineer Selle stated that staff is trying to contact the Post Office and once staff receives something definitive from them the dates can be included on the matrix. Chairman Wagner suggested using the date of the first Public Works Committee Meeting in May. VI. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:56 p.m. Approved this 18th day of March, 2013. Rich Wagner, Chair Jennifer Cusmir, Department %geA% 8