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HomeMy WebLinkAbout10-21-2013 * Public Works Committee aTV or_ -=�� �. /,, ,[2T Tn ►�T October 21, 2013 - 3:30 PM !- j}lJ R Annex Conference 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. A. Roll Call Chairman Wagner, Vice-Chair Bill Peloza, and Member Osborne were present. Also present during the meeting were. Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Project Engineer Robert Lee, Sanitary Sewer Engineer Bob Elwell, Senior Project Engineer Jacob Sweeting, Maintenance and Operations Manager Randy Bailey, Finance Director Shelley Coleman, Storm Drainage Engineer Tim Carlaw, IT Customer Support Manager Reba Stowe, Project/Construction Manager Bill Thomas, and Public Works Secretary Jennifer Cusmir B. Announcements There were no announcements. C. Agenda Modifications There was one agenda modification transmitting a corrected agenda bill for Discussion Item A. II. CONSENT AGENDA A. Approval of Minutes It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee Meeting minutes for date, October 7, 2013. Motion carried 3-0 B. Public Works Projct No. C0915 (Lee) Well 1 Transmission Main Project Engineer Lee explained that the work schedule was coordinated with the work being done on the M Street SE Page 1 of 13 Underpass. Project Engineer Lee explained that the overall cost of the project is within the project's contingency and well under the amount budgeted, in response to a 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 recommend City Council approve Final Pay Estimate No. 8 to Contract No. 12-04 in the amount of $0.00 and accept construction of Project No. CP0915, Well 1 Transmission Main. Motion carried 3-0. III. RESOLUTIONS A. Resolution No 4996 (Elwell) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor to Execute a Payback Agreement Between the City of Auburn and SFGVI Properties LLC for Developer's Sanitary Sewer Extension Using a map of the development area, Sanitary Sewer Engineer Elwell identified the location of the sewer facility extension for the SFGVI Properties. Elwell explained that adoption of Resolution No. 4996 would authorize a Payback Agreement with SFGVI Properties, LLC. Property owners of properties that benefit from the extension will be assessed charges if and when they receive a permit to connect to the sewer system. Sanitary Sewer Engineer Elwell identified the properties, adjacent to the extension that would pay a frontage charge equal to half the cost of the adjacent pipe located along their property frontage. Elwell then identified the properties that would pay an Area Charge based on the number of Residential Customer Equivalents (RCEs) they have at the time they connect to the system. Chairman Wagner asked if the agreement is a 20-year Payback Agreement. Sanitary Sewer Engineer Elwell stated that in the past the agreements have been for 15 years, but the state law was changed and it is now 20 years. Sanitary Sewer Engineer Elwell answered questions asked by Chairman Wagner regarding administration fees. Member Osborne asked if the lots by the cemetery will be developed soon since they are so close to the sewer extension. Sanitary Sewer Engineer Elwell stated that the properties were purchased by the City Page 2 of 13 for the Cemetery. Sanitary Sewer Engineer Elwell stated that the total amount of assessments that may be collected is $562,000.00 if all properties were to develop, as anticipated, within the 20-year time frame, in response to a question asked by Chairman Wagner. Sanitary Sewer Engineer Elwell spoke about the experience City staff has with administering Payback Agreements, following a question asked by Vice-Chair Peloza. Assistant Director/City Engineer Selle explained how the agreements are tracked and administered by staff The Committee and staff discussed the motivation for developers to enter into Payback Agreements and possible risks involved. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee recommend City Council adopt Resolution No. 4996. Motion carried 3-0. B. Resolution No. 4998 (Bailey) A Resolution of the City Council of the City of Auburn, Washington, Authorizing the Mayor and City Clerk to Execute a Contract Between the City of Auburn and the City of Algona for Decant Facilities Usage and Street Sweeping Services Chairman Wagner asked if there were any risks to the City by entering into the contract. Maintenance and Operations Manager Bailey answered that there are no risks and contract is a renewal of a contract entered into three years ago and the renewal includes the ability to renew for an additional three years. Bailey stated that some of the costs were also changed from the original contract. Maintenance and Operations Manager Bailey explained that any additional cost of disposal of any hazardous waste materials may be charged to the City of Algona, in response to questions asked by Chairman Wagner. Maintenance and Operations Manager Bailey stated that the contract also allows for the City of Auburn to stop taking material from the City of Algona in the future. Vice-Chair Peloza noted that the agenda bill did not identify that the contract is a renewal and not a new contract. Maintenance and Operations Manager Bailey explained the cost for services charged to the City of Algona, in response to questions Page 3 of 13 asked by Member Osborne and Vice-Chair Peloza. Vice-Chair Peloza asked that the language of Exhibit A, Item 4B, be more specific and include the phrase, "per Item 4A." Chairman Wagner recommended making an amendment on the floor of the City Council Meeting to make the language consistent between Items 4A and 4B by including the word "handling" in Item 4A and the word "testing" and phrase `reference Item 4A for the fees" in Item 413 The Committee agreed. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee approve the Public Works Committee recommend City Council adopt Resolution No. 4998, as amended. Motion carried 3-0. IV. DISCUSSION ITEMS A. Ordinance No. 6474 (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, Amending Ordinance No. 6432, the 2013-2014 Biennial Budget Ordinance, as Amended by Ordinance No. 6456 Ordinance No. 6462, Ordinance No. 6472, Ordinance No. 6473, Ordinance No. 6481, and Authorizing Amendment to the City of Auburn 2013-2014 Budget as Set Forth in Schedule "A" and Schedule "B" Chairman Wagner asked if the downtown property sales in the amount of $1,045,300.00 were included on the budget amendment spreadsheet. Finance Director Coleman answered that the amount is shown in Schedule A, page 67 of 172, of the agenda packet, Mitigation Fee Fund. Finance Director Coleman explained that the amount of the Traffic Impact Fees listed on Schedule A is being driven by the estimated number of multi-family units included in the Teutsch development, in response to questions asked by Chairman Wagner. Chairman Wagner and the Committee discussed past Council conversations regarding the impact of the incentive to the General Fund. Finance Director Coleman and Planning Manager Chamberlain answered questions asked by Chairman Wagner regarding impact on the General Fund for other developer incentives. Finance Director Coleman and IT Customer Support Manager Stowe responded to questions asked by Vice-Chair Peloza regarding the funding being requested by the Innovations and Technology Department (IT) for staff stand-pay for evenings and weekends. Page 4 of 13 Member Osborne asked if the Administrative Assistant funding requested by IT is related to recent service agreements. Finance Director Coleman explained that IT is the only department without an Administrative Assistant and currently administrative work is being done by the IT Director and IT staff. Chairman Wagner asked that the program improvement form be included to provide the Committee with additional information regarding the need for additional staff. Finance Director Coleman answered questions asked by Member Osborne regarding the King County District Court Transition line items on Schedule A. B. August 2013 Financial Report (Coleman) Finance Director Coleman spoke about the outlook for the Sewer Utility, in response to questions asked by Chairman Wagner. Coleman stated that staff anticipates the net operating cost to move into the positive by the end of 2014. There were no additional questions from the Committee C. Online Project Management Software Options (Sweeting) Senior Project Engineer Sweeting gave a PowerPoint presentation on the online project management software staff is proposing to purchase. Senior Project Engineer Sweeting provided the Committee an overview of the City's Capital Project Program, explaining how staff manages capital improvement and maintenance projects and describing the varying projects which serve multiple areas and range in complexity and size. Sweeting reviewed the annual capital project investment with the Committee. Historically, between 2008 and 2012, the City averaged an investment of $25M per year. The future average, from 2014 through 2018, is approximately $32M per year. Senior Project Engineer Sweeting noted a sustained growth in citywide capital investments. Senior Project Engineer Sweeting spoke about all of the different tools and processes that are currently used for just one of the project management functions, project budget management. Sweeting emphasized the time it takes staff to ensure accuracy and stated that the project management software will make staff more efficient by streamlining all of the functions of project management. Page 5 of 13 Chairman Wagner asked if the new software is compatible with the programs that staff currently uses for project management. Sweeting confirmed that all of the software is compatible. Sweeting explained the tools included in the project management software that will improve the efficiency of staff. Senior Project Engineer Sweeting noted that there are other software programs that the City utilizes for permit processing, maintenance management, and financial accounting. All of the programs do well in the functions that they address and staff believes project management software will do the same. Assistant Director/City Engineer Selle clarified that project management software would cover all of the project management activities city-wide, but would not replace or have an impact on the existing programs used by other departments, in response to a question asked by Chairman Wagner. Senior Project Engineer Sweeting explained how the current financial software program will work with the project management software. Following questions from the Committee, Senior Project Engineer Sweeting described the types of reporting functions of which the project management software is capable. Staff evaluated five available software packages and completed a detailed comparison of the top two programs. The E-builder software then underwent a detailed evaluation. Staff attended presentations by E-builder, met with current users, such as the Port of Olympia and attended a webinar with staff from the City of Arlington, Texas, and completed a working review of the system. Finance Director Coleman and IT Customer Support Manager Stowe confirmed that existing City software programs can be integrated to work with E-builder software and the IT Department would provide technical support. Project/Construction Manager Thomas spoke in favor of the City investing in the E-builder software. Senior Project Engineer Sweeting answered questions asked by Member Osborne regarding the amount of staff training time required to bring the software online and provided a general schedule for putting the software into operation. Senior Project Engineer Sweeting said that staff anticipates a start-up time of 6-9 months prior to being fully operational. Assistant Director/City Engineer Selle addressed concerns voiced by Page 6 of 13 Chairman Wagner regarding time being spent creating specialized reports using the E-builder software. The Committee and staff evaluated the cost benefits of investing in the project management software program, E-builder, and discussed the proposed funding sources. The Committee supported the purchase of the E-builder software program and the inclusion of the software in the 2013-2014 mid biennial budget adjustment. Senior Project Engineer Sweeting stated that he will be discussing E- builder with both the Planning and Community Development Committee and Finance Committee. D. Resolution No. 4995 (Bailey) A Resolution of the City Council of the City of Auburn, Washington, Declaring Certain Items of Property as Surplus and Authorizing Their Disposal Maintenance and Operations Manager Bailey was present. There were no questions from the Committee. E. Fulmer Well-Field Feasibility Study Update (Repp) Utilities Engineer Repp presented an update on the Fulmer Wellfield Improvement Project to the Committee. Repp summarized the background for the project, explaining that there have been difficulties with the Fulmer Wellfield and the three wells were not producing as originally developed. Utilities Engineer Repp answered questions asked by Chairman Wagner and Member Osborne regarding the design capacity of Wells No. 2, 6 and 7 compared to the water currently available. Repp stated that the City's consultant has run pumping step tests that estimated the capacity of each of the wells. The consultant has completed physical pump testing at the wells and water quality analysis. Repp reviewed the expected capacity of the wells following recommended well rehabilitation work. The rehabilitation will include physical and chemical cleaning of the wells. Utilities Engineer Repp reminded the Committee that without removing manganese using a treatment system water from Well No. 7 needs to be blended with the water from Wells No. 2 and 6. Director Dowdy explained how the water is blended, in response to a question asked by Vice-Chair Peloza. Page 7 of 13 The Committee and staff reviewed an overview of the water quality analysis of the wells The goals of the project were to determine the causes for the loss of production and equipment failures in the wellfield, determine steps to improve the water quality, and to determine the true production capacity of the wellfield. The consultant, Golder & Associates, have been working with staff to meet the project goals. Utilities Engineer Repp spoke about the consultant's initial findings and summarized the wellfield condition. The consultant determined that the aquifer is highly production and it does not limit the yield in the wells. The well construction appears to be adequate. The difficulty with the wellfield is what is happening in the wells. The conditions that were noted are substantial encrustation and slime production on all well screens, largely biological in nature and also significant corrosion in the well pump columns and in the well pumps. The Committee and Utilities Engineer Repp discussed the possible causes of the encrustation and corrosion. Repp stated that the consultant is finishing examining potential biological problems and will next start work of the mechanical aspects of the problems with the wellfield. Utilities Engineer Repp answered questions about the consultant contract asked by the Committee. Repp responded to questions asked by Member Osborne regarding the types of materials used in the well construction. Vice-Chair Peloza asked about the consultant work schedule. Repp said that the consultant is expected to complete the first phase of their work, which included a recommendation, in less than two months. As part of the additional work needed, Utilities Engineer Repp explained that the consultant and staff are unable to confirm the actual capacity of any of the wells until a chemical cleaning is conducted. Following the chemical cleaning of the wells the consultant will need to conduct a long term pump test to confirm the well yield and water quality. Staff is recommending to clean Well No. 6, and place the well back into production with a temporary pump and then proceed to work on Well No. 7 improvements, which will include chemical cleaning, manganese treatment, construction of a new pump and column and inclusion of a corrosion control system. The final last effort will be to complete permanent improvements for Well 6 consisting of a new pump, column and corrosion control system for Well No. 6. The Committee and staff discussed the water supply Page 8 of 13 summary and cost estimates for the staff recommendations. The Committee asked for more information regarding project scheduling, i.e. when will the work on the wells begin and when will the City start seeing the benefits. Utilities Engineer Repp answered questions asked by Member Osborne regarding how the chemical cleaning of the wells is completed. Chairman Wagner asked for additional clarification on the water purchase cost line included in the cost estimate Vice-Chair Peloza asked for a schedule showing the project timing and costs. F. Comprehensive Water Plan (Fenhaus) Utilities Engineer Repp presented the scope of service and budget estimate for the Comprehensive Water Plan update to the Committee. Chairman Wagner and staff discussed how the consultant should build a schedule that outlines the Committee review timeline and completion dates for the scope of work tasks and suggested the Committee to focus their review on Task 300 — Policies and Criteria and Task 200 — Planning Considerations. Utilities Engineer Repp responded to questions asked by Chairman Wagner Member Osborne regarding the review of the retail water service area and the consideration of providing service for the Bonney Lake and Lakehaven areas. Utilities Engineer Repp spoke about review of water rights and the relationship between Comprehensive Water Plan, the current water rights, and the Coordinated Regional Water System Plan, in response to an inquire made by Vice-Chair Peloza. Chairman Wagner spoke about the importance of Task 800 — Water Use Efficiency. Member Osborne asked when the City's Water Quality Monitoring Plan was updated. Repp stated that the plan is updated every time the Department of Health requires the City to do so. The Committee requested that a project review or "lessons learned" activity be included in Task 1000 — Capital Improvements Plan. G. Comprehensive Stormwater Drainage Plan (Carlaw) Page 9 of 13 Storm Drainage Engineer Carlaw presented the scope of service and budget estimate for the Comprehensive Stormwater Drainage Plan update to the Committee. Chairman Wagner requested that more research be done to determine how much fee reduction can be justified by Low Impact Development type mitigation and natural geographic land features during either the update of the Comprehensive Plan or the Fee Rate Study. Chairman Wagner also asked that the Muckleshoot Indian Tribe's (MIT) influence and cooperation be incorporated into the plan statements. Utilities Engineer Repp clarified that Task 7 — Financial Program is also included in both the Water and Sewer Comprehensive Plans, following an inquiry made by Member Osborne. Repo explained that Finance Department staff will be developing the financial projection for all three plans. Repp noted that the Water Comprehensive Plan has slightly different language that the other plans in order to meet the requirements of the Health Department. Assistant Director/City Engineer Selle and Utilities Engineer Repp stated that the Golf Course was not designed to be a stormwater retention facility, in response to a question asked by Member Osborne. Chairman Wagner said review of design and natural geographic land features that benefit the stormwater utility should also be part of Task 7. Storm Drainage Engineer Carlaw noted that the update budget is not much more than the cost of the 2009 plan. H. Comprehensive Sewer Plan (Elwell) Chairman Wagner deferred the Comprehensive Sewer Plan discussion until the next meeting. I. Capital Project Status Report (Sweeting) Item 3 — C201 — M Street Underpass. Senior Project Engineer Sweeting said that the additional parts for the pump station have arrived but the contractor is still waiting for the parts that would allow for the station to be tied into the SCADA System. Assistant Director/City Engineer Selle stated that the project should be completed by the projected finish date, November 2013, in response to a question asked by Chairman Wagner. Item 7 — EM1302 — Hidden Valley Vista Emergency Storm Page 10 of 13 Repair: Vice-Chair Peloza reported that he received a citizen comment about the efficiency of the contractor and the amount of communication Assistant Director/City Engineer Selle explained how the energy from the stormwater will be dissipated, following a question asked by Member Osborne. Item 15 — CP1222 — Citywide Traffic Signal Improvements: Vice-Chair Peloza noted that there is no indication in the project status that the project has been delayed. Senior Project Engineer Sweeting said that the reason the project was delayed was because staff was waiting for a Department of Transportation (WSDOT) approval, following the update of the State Transportation Improvement Plan. Item 16 — CP1118 — Auburn Way South Pedestrian Improvements — Dogwood to Fir Street: Assistant Director/City Engineer Selle stated Director Dowdy is asking MIT Staff to schedule a meeting with the MIT Council to describe the project in more detail to help address any potential issues. Chairman Wagner suggested that staff provided the MIT with a 3D rendering or photos of the project instead of or in addition to a map. Senior Project Engineer Sweeting stated that staff is preparing for the presentation to the MIT and will speak with the consultant to provide appropriate visual aides. Senior Project Engineer Sweeting said that the median between Fir and Hemlock Streets that was included in the last design iteration seen by the committee for project CP1119t was removed, in response to a question asked by Member Osborne. Item 29 — CP1218 — Auburn Way South & Riverwalk Intersection Improvements. Chairman Wagner stated that the City needs to consider initiating a project that constructs a sidewalk down Riverwalk Drive. Chairman Wagner requested that development of a project plan be included on the Action Tracking Matrix. J. Significant Infrastructure Projects by Others - Public Works Status Report (Laub) Vice-Chair Peloza made note of the information that he had provided to the Committee about Item 2 — 17th Street SE, K Street SE to C Street SW Trunk Sewer Main Installation. K. Action Tracking Matrix (Dowdy) Item A — Capital Projects Map. Chairman Wagner asked for a map showing both the active and completed projects for the Council Page 11 of 13 Offices. Item C — System Development Charges, Utilities Engineer Repp stated that he will check with the consultant about the estimated completion date for the SDCs study, following an inquiry about the schedule asked by Chairman Wagner. Chairman Wagner suggested the Committee review the SDCs before the Cost of Service Analysis. Utilities Engineer Repp agreed that the Cost of Service Analysis should be scheduled for discussion in 2014. Item E — LED Lightinq Standards: Chairman Wagner asked about the status of the subjective analysis he had requested. Transportation Manager Para distributed a list of local LED lighting installations for Council to examine. Transportation Manager Para noted that the Downtown area is a retrofit and are not consistent with the typical standard staff is proposing for new roadways. Chairman Wagner asked for more specific instruction for the Council, asking them to note not only their opinion on the glare, color, and brightness, but instructing them to also comment on their subjective thoughts about lighting (i.e. can they see their feet, can they read the nearby signage, does the landscape surrounding the lights appear lively). Vice-Chair Peloza recommended a checklist. Item F — Auburn Way South & 17th Street SE: Transportation Manager Para said that the Committee had requested staff look at closing off and not allowing right turns from 17th Street SE at M Street onto Auburn Way, in response to a question asked by Chairman Wagner. Item J — Transportation Impact Fee Structure Analyses. Staff has a meeting scheduled with the Mayor to clarify the information requested. Chairman Wagner asked that the plan for the Riverwalk sidewalks be presented to the Committee in February 2014. Vice-Chair Peloza requested an item be added, requesting staff to investigate odor complaints at Amberview Apartments. Vice-Chair Peloza requested an item be added for staff to follow up with a citizen who had contacted the City regarding installation of speed humps. Page 12 of 13 V. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 6:22 p.m. Approved this 4th day of November, 2013. Rich Wagner, Chairman Jennifer C mir, Public Works Department Secretary Page 13 of 13