HomeMy WebLinkAbout10-21-2013 * Public Works Committee
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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
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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
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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
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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.
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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.
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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
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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.
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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
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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)
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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
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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
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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.
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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
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