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
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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.
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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.
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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.
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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.
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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
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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