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WASHINGTON
CALL TO ORDER
Public Works Committee
October 6, 2014 - 3:30 PM
Annex Conference Room 2
MINUTES
Chairman Wayne Osborne 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 Wayne Osborne, Vice -Chair Bill Peloza, and Member
Claude DaCorsi were present. Also present during the meeting
were: Mayor Nancy Backus, Community Development & Public
Works Director Kevin Snyder, Assistant Director of Engineering /City
Engineer Ingrid Gaub, Assistant Director of Public Works Operations
Randy Bailey, Assistant City Engineer Jacob Sweeting, Utility
Engineering Manager Lisa Tobin, Transportation Manager Pablo
Para, Capital Projects Manager Ryan Vondrak, Project Engineer
Kim Truong, Innovation and Technology Director Ron Tiedeman,
Water Utility Engineer Susan Fenhaus, Planning & Design Services
Manager Elizabeth Chamberlain, Finance Director Shelley Coleman,
Assistant Finance Director Paula Barry, Customer Care Manager
Brenda Goodson -Moore and Public Works Secretary Molly Mendez.
B. Announcements
Assistant Director of Engineering /City Engineer Gaub introduced
Lisa Tobin to the Committee. Lisa has accepted the Utility
Engineering Manager position with the City.
C. Agenda Modifications
There were two agenda modifications. The first agenda modification
replaces the existing packet materials for Action Item D, Public
Works Project No. CP1308. The second agenda modification
removes Discussion Item D, Street Selection for the 2015 Citywide
Pavement Patching, Overlay, and Chip Seal Project from the
agenda.
CONSENT AGENDA
A. Approval of Minutes
Public Works Committee to approve the minutes of the September
15, 2014 Public Works Committee meeting.
Page 1 of 9
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve the Public Works Committee Meeting
minutes for date, September 15, 2014.
Motion carried 3 -0.
ACTION
A. Right -of -Way Use Permit No. 14 -39 (Price)
Approve Right -of -Way Use Permit No. 14 -39 for Auburn Parks, Arts
and Recreation Santa Parade
Transportation Manager Para confirmed this permit is the same as
the previous year in response to a question asked by Chairman
Osborne.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Right -of -Way Use Permit No. 14 -39 for
Auburn Parks, Arts and Recreation Santa Parade.
Motion carried 3 -0.
B. Right -of -Way Use Permit No. 14 -40 (Price)
Approve Right -of -Way Use Permit No. 14 -40 for Auburn Parks, Arts
and Recreation Halloween Harvest Festival
Planning & Design Services Manager Chamberlain responded to a
question asked by Chairman Osborne stating this is the second year
for the Halloween Harvest Festival.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Right -of -Way Use Permit No. 14 -40 for
Auburn Parks, Arts and Recreation Halloween Harvest Festival.
Motion carried 3 -0.
C. Public Works Project No. CP1122 ( Truong)
Reject all Bids to Contract No. 14 -08 for Project No. CP1122, 30th
Street NE Area Flooding — Phase 1
Project Engineer Truong explained the lowest responsive bid was
approximately 12% above the Engineers Estimate, which exceeds
the available funds for this project. Therefore, City staff recommends
rejecting all bids in the best interest of the City.
Project Engineer Truong confirmed this project will be re- advertised
in the Spring of 2015 following a question asked by Chairman
Osborne.
Page 2 of 9
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee reject all bids to Contract No. 14 -08 for Project
No. CP1122, 30th Street NE Area Flooding Phase 1.
Motion carried 3 -0.
D. Public Works Project No. CP1308 ( Truong)
Award Contract No. 14 -04 to Pacific Civil & Infrastructure on their
low bid of $1,401,829.61 plus Washington State sales tax of
$109,356.73 for a total contract price of $1,511,186.34 for Project
No. CP1308, BNSF Utility Crossings
Project Engineer Truong advised the Committee of the Agenda
Modification which replaces the existing packet materials for Action
Item D, Public Works Project No. CP1308.
Project Engineer Truong stated staff is asking the Committee to
recommend Award of Contract No. 14 -04 to Pacific Civil &
Infrastructure.
There was a group discussion pertaining to the company Pacific
Civil & Infrastructure and their experience following a question asked
by Chairman Osborne.
There was a brief discussion regarding the street funds and their
use to do additional improvements at the 37th and B Street
intersection with the utility work in response to a question asked by
Vice -Chair Peloza.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee award Contract No. 14 -04 to Pacific Civil &
Infrastructure on their low bid of $1,401,829.61 plus Washington
State sales tax of $109,356.73 for a total contract price of
$1,511,186.34 for Project No. CP1308, BNSF Utility Crossings.
Motion carried 3 -0.
E. Public Works Project No. C524A (Sweeting)
Approve Change Order No. 4 in the Amount of $10,369.73 to
Contract No. 14 -05 for Work on Project No. C524A — SCADA
Physical Site Improvements
Assistant City Engineer Sweeting explained this is a change order to
the construction contract related to the SCADA Utility Project.
Following a question asked by Chairman Osborne, Assistant City
Engineer Sweeting explained that two of three change orders were
for authorized side sewer repair work that was needed immediately
and that this change order approval was needed because it would
exceed the authorized contingency.
Page 3 of 9
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Change Order No. 4 in the amount of
$10,369.73 to Contract No. 14 -05 for Work on Project No. C524A,
SCADA Physical Site Improvements.
Motion carried 3 -0.
F. Resolution No. 5102 ( Fenhaus)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Mayor to Execute a Wholesale Water Agreement
between the City of Auburn and the City of Tacoma
Water Utility Engineer Fenhaus explained Resolution No. 5102 is an
agreement with City of Tacoma and there are no changes from the
Committee's last review.
There were no questions from the Committee.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee adopt Resolution No. 5102.
Motion carried 3 -0.
G. Ordinance No. 6535 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Chapter 10.36 of the Auburn City Code related to parking
restrictions.
Planning & Design Services Manager Chamberlain provided a brief
overview of Ordinance No. 6535. Chamberlain also advised that the
change Vice -Chair Peloza requested at the last meeting has been
made.
Planning & Design Services Manager Chamberlain explained why
the specific Committee's were chosen for this item in response to a
question asked by Chairman Osborne.
There was a brief group discussion regarding the possibility of
adding 15 minute parking stalls throughout downtown following a
question asked by Vice -Chair Peloza.
Member DaCorsi had a question pertaining to the wording 72 hour
parking" on page 75 of the packet. This was followed by a group
discussion.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee approve Ordinance No. 6535.
Motion carried 3 -0.
Page 4 of 9
H. Leak Adjustment Request - Appeal (Coleman)
Council review an appeal for a water utility adjustment in the amount
of $482.19, to account number 051001 -000. The original Leak
Adjustment Request was denied per policy 100 -52
Chairman Osborne asked if the customer was present. Customer
Care Manager Goodson -Moore advised the customer is not present
and that staff reached out to the customer twice regarding the
meeting.
Customer Care Manager Goodson -Moore provided the Committee
with a background summary of the Wileman Leak Adjustment.
In response to a question asked by Vice -Chair Peloza, Customer
Care Manager Goodson -Moore confirmed the customer's payment
history.
Customer Care Manager Goodson -Moore indicated the customer
did not provide a reason for the delay of the repair following a
question asked by Vice -Chair Peloza.
Following a question asked by Chairman Osborne, Customer Care
Manager Goodson -Moore further explained the Utility Account Leak
Adjustment calculation on page 108 of the packet.
Chairman Osborne voiced his concern regarding the length of time it
took for the customer to repair the water line. Osborne also noted
that the leak was on a secondary line, which is contrary to the City
policy for providing an adjustment.
Vice -Chair Peloza indicated he would prefer the customer receive
50% of the proposed $482.19 leak adjustment based on the
customers account history.
Chairman Osborne stated he would prefer to deny the leak
adjustment.
Member DaCorsi advised he would prefer the customer to receive
50% of the proposed $482.19 leak adjustment.
Finance Director Coleman asked the Committee if the policy needs
to be changed as staff is currently following the policy, which
resulted in the original denial of the leak adjustment. This was
followed by a group discussion regarding the policy.
It was moved by Vice -Chair Peloza, seconded by Member DaCorsi,
that the Committee recommend approval of 50% of the original
water utility adjustment appeal for a total adjustment of $241.10, to
account number 051001 -000.
Page 5 of 9
IV
Motion carried 2 -1.
DISCUSSION ITEMS
A. Utility Billing Water Termination Process (Door Tags) (Coleman)
Approve a change to the shut off process and City code to notify
delinquent utility customers by mail and discontinue door tagging
Finance Director Coleman provided the Committee with the history
of the door tagging process.
Community Development & Public Works Director Snyder
emphasized the amount of staff impact the door tagging process
has. Snyder noted he feels the proposal to move away from door
tags and providing mailed notices will still achieve the same
customer service friendliness.
Vice -Chair Peloza commented that he agrees with the proposal to
discontinue door tags and that the door tags can alert others to the
fact that somebody is not at home.
Chairman Osborne also noted that he is in favor of discontinuing the
door tag process.
Member DaCorsi concurred.
B. Resolution No. 5106 (Tiedeman)
A resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute a 3 year agreement with GATSO
USA, Inc. for photo enforcement solutions.
Innovation & Technology Director Tiedeman explained Resolution
No. 5106 is a three year agreement for photo enforcement with
GATSO USA, Inc.
Chairman Osborne mentioned that this should be presented to an
additional Committee other than Municipal Services and Public
Works as the three Committee members are the same on the two
Committees. Innovation & Technology Director Tiedeman advised
he will route this item to an additional committee as requested.
Innovation & Technology Director Tiedeman provided a brief
summary of Resolution No. 5106. This was followed by a group
discussion.
Responding to a question asked by Vice -Chair Peloza, Innovation &
Technology Director Tiedeman further explained the contract term of
three years.
Page 6 of 9
Chairman Osborne noted he would like to see something added in
the Resolution mentioning that the signs stating "photo safe
community" that are on all signals will be removed. There was a
group discussion following this comment.
On page 144 of the packet, section 5.3.3, item b, Innovation &
Technology Director Tiedeman explained the warranty in response
to a question asked by Vice -Chair Peloza.
Innovation & Technology Director Tiedeman replied to a question
asked by Vice -Chair Peloza regarding the wording in section 3.7 and
3.8 of page 139 of the packet.
Transportation Manager Para responded to a question asked by
Chairman Osborne pertaining to City staff moving /re- locating
equipment.
C. Resolution No. 5104 (Chamberlain)
A Resolution of the City of Auburn, Washington, approving and
authorizing execution of an interlocal agreement with Pierce County,
thereby amending the Pierce County Countywide Planning Policies
related to Annexations and Urban Growth Area expansions.
Planning & Design Services Manager Chamberlain provided a
background summary of Resolution No. 5104.
Planning & Design Services Manager Chamberlain responded to a
question asked by Chairman Osborne regarding the. Potential
Annexation Area (PAA) in Pierce County. Chamberlain also
referenced a map which she provided.
D. Street Selection for the 2015 Citywide Pavement Patching, Overlay,
and Chip Seal Project (Carter)
Discussion Item D was removed from the agenda.
E. Metropolitan Water Pollution Abatement Advisory Committee
(MWPAAC) Representation (Tobin)
Assistant Director of Engineering /City Engineer Gaub briefed the
Committee on the Metropolitan Water Pollution Abatement Advisory
Committee (MWPAAC) Representation.
The Committee consensus is to modify the Resolution to allow
multiple alternates.
There was a group discussion regarding the committee structure
and the options to allow the Public Works Committee to appoint a
representative and one or more alternate representatives or to allow
the Mayor to appoint a representative and one or more alternate
representatives or to revert to the City Council. Committee Page 7 of 9
consensus was reached to allow the Public Works Committee to
appoint a representative and one or more alternate representatives
at this time and may reconsider this should the committee structure
change.
F. Discuss options for touring Public Works facilities (Gaub)
Assistant Director of Engineering /City Engineer Gaub provided the
Committee with different options for touring Public Works facilities.
Committee consensus is to arrange a special council meeting
insuring that the Public Works Committee members and
Councilmember Trout are able to attend at a minimum.
G. Capital Project Status Report (Sweeting)
Improvements:
Assistant City Engineer Sweeting replied to a question asked by
Chairman Osborne regarding the suspension of this project.
improvements:
Chairman Osborne asked how firm the finish date is. Assistant City
Engineer Sweeting explained there have been some delays with the
project and that the finish date is not firm.
Item 8 — CP1322 — Annual Traffic Signal Improvements:
Assistant City Engineer Sweeting replied to a question asked by
Chairman Osborne regarding the suspension of this project.
Assistant uny tngineer Sweeting conrirmea the com
following a question asked by Member DaCorsi.
I LUI 11 IY — lar 1 JLU — IVIOtV JUJI 111 LJ1 CI I11 CR.IC III I P I UVCI I ICI II.
Assistant City Engineer Sweeting responded to a question asked by
Chairman Osborne regarding the geotechnical findings.
i ransportation manager Tara inaicatea tnis project wm incivae a
northbound protected left turn signal following a question asked by
Vice -Chair Peloza.
I ICIII 4Z7 — l,r IYU.7 — VI CIVCIL FlCIUC FIUUU II Iy IV] I Uy CIL1UI I.
Assistant City Engineer Sweeting confirmed the "N /A" under the
Design Consultant means it is being conducted internally in
response to a question asked by Chairman Osborne.
H. Significant Infrastructure Projects by Others (Gaub)
Page 8 of 9
There were no questions from the Committee.
Action Tracking Matrix (Gaub)
There was a group discussion regarding the wash boarding area on
105th Place SE at 107th and the potential City actions to complete
improvements in the area.
V. ADJOURNMENT
There being no further business to come before the Public Works
Committee, the meeting was adjourned at 4:45 p.m.
Approved this 200,1day of October, 2014.
Wayn orn Molly MeTidez
Chair an Public Works Department Secretary
Page 9 of 9