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HomeMy WebLinkAbout11-04-2013 �--* Public Works Committee CITY OF --��!/ A011-! �`� 77 T November 4, 2013 - 3:30 PM L�--�'j�WAASSHIINGGTLON Annex Conference Room 2 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: Mayor Pete B. Lewis, Public Works Director Dennis Dowdy, City Engineer/Assistant Director Dennis Selle, Utilities Engineer Dan Repp, Transportation Manager Pablo Para, Planning Director Nancy Welch, Project Engineer Seth Wickstrom, Strom Drainage Engineer Tim Carlaw, Street Systems Engineer Jai Carter, Traffic Operations Engineer Scott Nutter, Sanitary Sewer Engineer Robert Elwell, Water Engineer Susan Fenhaus, Senior Project Engineer Ryan Vondrak, Finance Director Shelley Coleman, Planning Manager Elizabeth Chamberlain, and Public Works Secretary Jennifer Cusmir. Members of the public in attendance included Evelyne Tszeana, citizen. B. Announcements There were no announcements. C Agenda Modifications There were no modifications to the agenda. 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 21 , 2013. Motion carried 3-0. B. Public Works Project No. CP1307 (Wickstrom) Project No. CP1307, Control Structure Installation Project Page 1 of 9 Project Engineer Wickstrom was present. Chairman Wagner, referencing the project's vicinity map, asked why the storm pond on A Street SW needs three storm water control structures. Storm Drainage Engineer Carlaw explained how the storm pond on A Street SW is configured and how the storm water is being slowed exiting the pond as well as entering. Storm Drainage Engineer Carlaw described what the water control apparatuses look like and how they will work, in response to a question asked by Vice-Chair Peloza. Project Engineer Wickstrom stated that the control structures that are being installed are being specifically fabricated for the project, making it difficult to estimate the cost of manufacturing the specific parts, in response to a question asked by Member Osborne Assistant Director/City Engineer Selle noted that the scope of the project is not common work and it is difficult to determine costs because there are no other similar projects to use for a comparison. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Public Works Committee recommend City Council award Limited Public Works Contract No. 13-17 to RW Scott Construction Company on their low bid of $33,260 00 plus Washington State sales tax of $3,153.20 for a total contract amount of $36,413.20 for Project No. CP1307, Control Structure Installation Project. Motion carried 3-0. C. Public Works Consultant Agreement No. AG-C-417 (Elwell/Fenhaus) Consultant Agreement No. AG-C-417 for Underground Transmission Main Evaluation Chairman Wagner asked if other tasks included in the consultant's scope of work will not be completed due to the amendment to the agreement. Water Utility Engineer Susan Fenhaus answered that the original scope of work will be completed and that there is money in the budget to accommodate the amendment. Chairman Wagner and Sanitary Sewer Engineer Elwell discussed the language on page 2 of Exhibit A regarding AC pipe. Because the language is contradictory, Chairman Wagner requested that the words "asbestos cement" be struck from the third line of the first paragraph. In response to a question asked by Member Osborne, Sanitary Sewer Engineer Elwell explained that because the transmission mains are Page 2 of 9 hard to access, part of the original scope of work was for the consultant to provide recommendations on how to access the condition of the pipes. The amendment includes completion of the second tier inspections, as per one of the consultant's recommendations, to detect leaks and assess pipe wall thickness of the water pipes. Sanitary Sewer Engineer Elwell answered questions asked by Member Osborne regarding transmission main leak detection. Member Osborne asked about the ages of the pipes. Sanitary Sewer Engineer Elwell stated that the majority of the pipe at Coal Creek Springs was replaced in 1964 and the portion that runs under the river was installed in 1925. The Academy pipe is approximately 30 years old and the Lea Hill pipe is about 40 years old. Sanitary Sewer Engineer Elwell answered questions asked by Member Osborne regarding the review schedule for the Final Report. Vice-Chair Peloza asked for the wording, "The sole deliverable..." be changed to, "A deliverable..." because the report is not the only deliverable. Vice-Chair Peloza asked that the dollar amounts on page 4 of the scope of work include the decimal places. Vice-Chair Peloza asked for the payment language on page 4 be changed from, " ..per day will be billed," to, "...per day will be billed by MSA." The Committee and staff discussed how the City will avoid being billed for standby fees. Chairman Wagner asked that staff strengthen the language in Section 1 .1 — Project Planning, Site Visit and Mobilization. Chairman Wagner and Vice-Chair Peloza asked that the explanation of the invoicing cross-reference the items listed in the Payment table on page 4. It was moved by Vice-Chair Peloza, seconded by Member Osborne, that the Committee recommend City Council approve Amendment No.1 in the amount of $98,515.00 to Contract No. AG-C-417 for Underground Transmission Main Evaluation. Motion carried, 3-0. III. DISCUSSION ITEMS Page 3 of 9 A. Ordinance No. 6475 (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, Establishing the Levy for Regular Property Taxes by the City of Auburn for Collection in 2014 for General City Operational Purposes in the Amount of $15,792,046.00 Finance Director Coleman explained the 2013 and 2014 property tax levy calculations to the Committee. Finance Director Coleman spoke about the actuarial assessment of the fire pension fund. The Committee and Finance Director Coleman discussed the correction of the 2013 levy error which is being included in the 2014 Property Tax Levy Calculations. Chairman Wagner suggested striking out the word "error" on the agenda bill. Chairman Wagner asked staff to present the Council with an informational update about the tax levy. Ordinance No. 6475 will be reviewed by the Finance Committee and then on November 18, 2013, the ordinance will be taken back to the Finance Committee for action and the City Council for introduction and adoption B. Agreement for Services — Comprehensive Plan Update (Chamberlain) Chairman Wagner asked how the results of the last Council Retreat visioning exercise will be included in the update of the Comprehensive Plan. Planning Manager Chamberlain answered that the results of the retreat will be included in the background information provided to the consultant. Chairman Wagner asked that it be included in the scope of work. Mayor Lewis recommended that it be stated in the scope of work so that there is no doubt that the structure of the plan is being built around the Council's visioning. Chairman Wagner asked that it be clarified, in Task 3.3 — Community Questionnaire, that the City will be distributing hardcopies of the questionnaire and the questionnaire will not only, "be formatted for hardcopy distribution." Mayor Lewis suggested using the same language as was used when the survey was distributed. Planning Director Welch responded to questions asked by Chairman Wagner regarding the schedule for the briefing sessions. Planning Manager Chamberlain discussed the estimated project schedule with the Committee. Chamberlain clarified the schedule and stated that the Comprehensive Plan must be completed by June 30, Page 4 of 9 2015, in response to a question asked by Chairman Wagner. Vice-Chair Peloza asked why City staff is traveling to Portland to meet with the consultant. Planning Manager Chamberlain answered that the trip is cost saving, so the City does not have to pay the consultant for travel and time to come to Auburn Chamberlain explained that the initial meeting was set up as a conference call, but staff believes that a face-to-face initial meeting would be more beneficial. Vice-Chair Peloza recommended a possible video conference in lieu of staff traveling to Portland. Vice-Chair Peloza also stated that his preference would be for the City to negotiate with the consultant and have the consulting team come to Auburn at no charge or possibly share the cost of the consultant traveling to Auburn, as the City is where the "vision is." Chairman Wagner asked how much it would cost to have the consultant come to the City. Planning Manager Chamberlain answered that it would cost approximately $2000.00. Chairman Wagner stated that it would be worth the cost. Chamberlain stated that there would be three members of the consulting team, coming to the City for the day, in response to a question asked by Mayor Lewis. Member Osborne spoke about the actual writing of the plan. Planning Manager Chamberlain verified that is it the goal of staff to make the plan more readable and user-friendly. The Committee discussed the potential of rebranding the City. Mayor Lewis suggested waiting on discussing rebranding until after the visioning data is collected. The Committee agreed. Planning Manager Chamberlain discussed the schedule for rewriting the entire Comprehensive Plan with the Committee. Chairman Wagner recommended the Task 4.3 be scheduled out until the end of May 2014 Vice-Chair Peloza recommended asking the consultant for the cost of them traveling to the City and then ask to split the cost with the consultant. Mayor Lewis thanked Vice-Chair Peloza for his input and stated that staff will work with the consultant administratively. Vice- Chair Peloza requested that it be included in the minutes that he does not agree with covering all of the cost for the consultant to come and meet with staff in Auburn and that the consultant should share in at least half the cost. Chairman Wagner asked about the total project budget. Planning Manager Chamberlain answered that the 2013-2014 budget is approximately $100,000.00. Chairman Wagner asked for the budget Page 5 of 9 for the complete update of the Comprehensive Plan. C. Comprehensive Sewer Plan (Elwell) Chairman Wagner spoke about the importance of including as much information as possible from the Muckleshoot Indian Tribe (MIT) and King County. The Committee and staff discussed the inclusion of tribal land area and future MIT planning in the Comprehensive Sewer Plan Chairman Wagner also requested more specificity regarding King County's future planning. Sanitary Sewer Engineer Elwell responded to questions asked by Member Osborne regarding how to determine the number of sewer connections on MIT land Elwell noted that the MIT owns a portion of the capacity of the Auburn Way South sewer trunk line. Mayor Lewis stated that sewer from the MIT casino goes into a system that the MIT jointly paid for to get to the County Metro connection, in response to a question asked by Vice-Chair Peloza. Sanitary Sewer Engineer Elwell discussed how sewer flow may be determined by monitoring water flow Vice-Chair Peloza asked if the King County sewer project on 17th Street is included in the Comprehensive Plan Sanitary Sewer Engineer Elwell stated that the project will be included in Task 4 — Perform Hydrologic and Hydraulic Modeling because there will be a change in flow. Vice-Chair Peloza asked for a gant chart showing the project schedule. Chairman Wagner asked if Task 9 — Financial Analysis Assistance, is the equivalent of a Cost of Service Study. Sanitary Sewer Engineer Elwell stated that the analysis is a required part of the Comprehensive Plan and the consultant will be incorporating financial data provided to them by staff, not by performing a Cost of Service Study. Member Osborne asked if there are any anticipated changes to the current level of service. Sanitary Sewer Engineer Elwell stated that there are no anticipated changes but staff would like to review level of service policies. Sanitary Sewer Engineer Elwell stated that there will be no major changes to the service area, in response to a question asked by Member Osborne Page 6 of 9 Chairman Wagner and Sanitary Sewer Engineer Elwell discussed the amount of detail that will be included in the level of service policies. Chairman Wagner recommended including more technical detail in the policies. Sanitary Sewer Engineer Elwell stated that the City has no policy forcing sewer hook ups based on environmental concerns, in response to a question asked by Member Osborne. King County Health Department and the Department of Ecology handle environmental decisions. Director Dowdy spoke how the existing policies will be reviewed by the Committee. D. Chipseal Progress Report (Carter) Street Systems Engineer Carter gave a PowerPoint presentation on Chipsealing. . The presentation covered an overview of the chipsealing process, including surface preparation, binder application, spreading aggregate, compaction, sweeping, and fog sealing. Street Systems Engineer Carter addressed questions asked by the Committee about the chipseal process. Street Systems Engineer Carter stated that the City currently uses a double chipseal process. Carter described the double chipseal process. Carter answered questions asked by Member Osborne regarding the double chipseal treatment on Kersey Way. Carter responded to questions asked by Chairman Wagner regarding the size of the aggregate. Street Systems Engineer Carter spoke about the physical appearance of the treatment and about the benefits of chipsealing. Carter explained that chipsealing does not strengthen the underlying pavement, increase the load-bearing capacity, smooth out rough or bumpy pavement, bridge large cracks or eliminate the need for maintenance or reconstruction. The City uses chipseal treatments because it is a cost effective method of preserving pavement. The life expectancy of chipseal is 3- 10 years. The Committee, Mayor Lewis, and staff discussed the differences between chipseal treatment and thin overlays. Street Systems Engineer Carter reviewed how to determine when to use Page 7 of 9 chipseal Chipsealing should be used on low to medium traffic volume streets, roadways that are structurally sound with low to moderate pavement distresses, and the roadways selected that are not subject to heavy vehicle traffic, sharp turning movements or high traffic volume. Chairman Wagner recommended that hills should be included in the list of streets where chipseal should not be used. The Committee agreed. Street Systems Engineer Carter used Mill Pond Drive and 15th Avenue SW as examples of roadways where the chipseal treatment is still performing well The Committee and staff discussed City streets that have been treated with chipseal but may not have been good candidates for the treatment due to sharp turn movements. Carter talked about the other factors to consider when selecting chipseal treatment. Street Systems Engineer Carter explained that the recent bleeding problems with the chipseal treatment on Lea Hill and on the West Hill were compounded by choosing roads that had less than ideal geometrics such as, tight turns, heavy traffic volumes, and the presence of bus stops. The contractor did perform some warranty work on the roadways in 2013 Chairman Wagner asked about the length of the warranty. Carter said that the warranty is for one year. Carter explained that in certain areas, it may be necessary to grind the roadway and use an overlay treatment to correct the problems, in response to a comment made by Vice-Chair Peloza. Carter stated that staff is recommending adjustments to the City's guidelines for chipseal use on future projects. Staff recommends using a more uniform graded aggregate, continuing using chipsealing only on lower to medium volume roads, and to use asphalt overlays in high stress areas. E. Fulmer Wellfield Feasibility Costs & Schedule (Repp) This agenda item was deferred to the November 18, 2013 Public Works Committee Meeting F. City Speed Cushion Standard Practices (Para) This agenda item was deferred to the November 18, 2013 Public Works Committee Meeting. G. Capital Project Status Report (Vondrak) This agenda item was deferred to the November 18, 2013 Public Works Committee Meeting. Page 8 of 9 H. Significant Infrastructure Projects by Others - Public Works Status Report (Gaub) This agenda item was deferred to the November 18, 2013 Public Works Committee Meeting. I. Action Tracking Matrix (Dowdy/Selle) This agenda item was deferred to the November 18, 2013 Public Works Committee Meeting. IV. ADJOURNMENT There being no further business to come before the Public Works Committee, the meeting was adjourned at 4:54 p.m. Approved this 18th day of November, 2013 Rich Wagner, Chairman Jennifer C mir, Public Works Department Secretary Page 9 of 9