HomeMy WebLinkAbout11-04-2013 �--* Public Works Committee
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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
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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
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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
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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,
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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
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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
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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
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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.
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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
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