CITY OF ORTING PUBLIC WORKS COMMITTEE MINUTES December 2, 2015, 1:00 p.m.

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1 CITY OF ORTING PUBLIC WORKS COMMITTEE MINUTES December 2, 2015, 1:00 p.m. Councilmember Drennen called meeting to order at 1:02 p.m. in the Meeting Room at City Hall. ATTENDANCE: Elected Officials: City Employees: Professional Representatives: Present, Councilmember Colorossi, Councilmember Drennen and Councilmember Birkes. Present, Public Works Director Dean Kaelin, Secretary Laura Hinds, City Administrator Mark Bethune, and City Treasurer Scott Larson; Absent, Building Official Ken Wolfe Parametrix Engineer JC Hungerford Guests: MINUTES: Councilmember Drennen moved to approve the minutes of November 4, Councilmember Birkes seconded the motion and it carried. 3. Guests & Policy Issues: A. Vehicle Fleet Maintenance RFQ A request at previous meeting to present to Council a bid for Vehicle Fleet Maintenance for public works and police vehicles was recommended by this committee. Council approved going out for an RFQ. Mark is checking the costs of advertising for the RFQ. If the cost can remain under $500, then Mark would like to advertise by end of If not, then the RFQ will be advertised in January B. WAWARN: Councilmember Drennen proposed a network called WAWARN, which is a Water/Wastewater Agency Response Network that allows water and wastewater systems to receive rapid mutual aid and assistance from other systems in an emergency. Utilities sign the WARN standard agreement which then allows them to share resources with any other system in Washington that has also signed the agreement. The committee would like a presentation from a WARN representative at its January council meeting if possible to discuss the benefits and types of resources. 4. Water: A. CIP Water Water System Plan Ongoing CIP Ongoing No Updates Page 1 of 5

2 B. Orville Rd. E. Easement Request: Easement Requests: Councilmember Colorossi s current progress on obtaining signatures for the easements over the last several years has reached % for control of the land. Sam provided an expense sheet for the year of 2015: Engineering costs $3, and Easement Acquisition costs $ Below is the progress made for Wilhelm: In January, Parametrix prepared prints to finalize the easement paperwork. Froud: In June, Parametrix and Mayor Pestinger reviewed easement documents. Froud: In July, Parametrix researched Froud s property history for the Mayor. Froud: In August, Parametrix and the Mayor met regarding the Froud s property. Froud: In September, Parametrix reviewed Froud property documents for the Mayor. Froud: In November, prepared plan sheets for the Mayor. Carr: In November, Parametrix prepared stake out of the waterline and easement along Orville Rd E in front of the Carr property. C. WSDOT Franchise Agreement: JC has been working with WSDOT s Mr. Peter Townsend to update the City s franchise agreement to include a ten year pipe-crossing replacement and A/C pipe removal as projects occur with-in SR 162 E right-of-way. Mark signed the Franchise Agreement last month, however, when WSDOT received the agreement, it was found that some of the requests from a meeting with WSDOT over the summer were not included in the document. Thus, the Agreement document will have to be revised and re-submitted to WSDOT for approval. JC stated he would have it to WSDOT by the end of the day. D. Upper Harman Springs Tank Decommissioning: Upper Harman Springs Tank has been out of commission for several years. The roof is severely damaged and due to the integrity of the tank, it wouldn t be cost effective to repair. This item is in the 2016 budget for decommissioning. JC will bring a Scope and Budget to the committee after the first of the year for review. E. 178 th Ave. E Water Line: Resident Mr. Weston is working to establish a new water line with associated property owners who live along 178 th St E for connection of better water pressure and fire flow; and additionally to eliminate the old spaghetti lines that are beyond repair. There is no update to report at this time. However, City Treasurer Larson, who happens to be one of the residents who could potentially benefit from the water line replacement said he will be seeing Mr. Weston soon and will touch base with him on the status of the project. 5. Wastewater Utilities Update Items: A. CIP Wastewater ONGOING: No Updates Page 2 of 5

3 B. I&I Rehabilitation Projects: Rainier Lane SE-100 Block Project is complete and closeout with the contractor is still ongoing. JC discussed the contractors additional request for payment. JC has requested certified payroll to justify the payment, but the contractor has not provided any documentation to support the claim. JC commented that he and his staff have gone over budget trying to work with the contractor. JC requested if he can move forward with billing the City for services. Mark agreed to submit a change order for professional services of the contract to City Council on December 9. Eldredge Ave NW-Block 100 & 200 JC is working on final review of the design. The project will be ready for bid and construction in early C. High Cedars Force Main: Notice of bid award was announced and awarded at Council meeting August 12. JC is currently working on submittal review with the contractor and the proposed idea of directional drill through the golf course. JC is concerned about grade control of the forc so will be working with the contractor to resolve. The contractor is planning to begin the project in January D. Solids Recovery/Dewatering and Application: The project is on hold until the WWTP s General Solids Handling permit is renewed. The project will resume in Ecology recommends having the approved permit prior to dredging the ponds. 6. Storm Water Utilities: A. CIP Stormwater ONGOING: No Updates B. Calistoga Setback Levee: Progress: Some plants will need to be replaced that didn t establish roots due to drought over the summer. No update with transferring levee to Pierce County C. Carbon River -Side Channel Reconnection: Side Channel: On-hold Mt. View Estates culvert: On-hold. Page 3 of 5

4 7. Capital Facilities: A. Capital Facility Asset Management Plan: Mark is working with Vision to establish a new permit program for the building department. As for the Utility Asset Management, there is not much more to do at this point but move forward with continue use of the new asset management software. B. Public Works Admin. Office and Utility Shop: Ongoing Temporarily on hold. Councilmember Drennen did comment to the committee in moving forward with design and construction ideas in 2016, as the Fire Departments negotiations of its lease agreement at the PSB is nearing an end. 8. Operations & Maintenance Monthly Updates: Dean Kaelin Fire Department Hydrant SOP On hold for Fire Chief Gibson and Dean to be available for a meeting. 9. Round Table Councilmember Drennen discussed long range revenue options, such as a small reclaimed water facility and an RV dump site. (No action taken at this time) Sam discussed an article placed in the Tacoma News Tribune about funding received to build a levee around its wastewater treatment plant. Sam was concerned about bed rise and JC concurred the concern. JC said it was something the City looked closely at, which is one reasons for the sediment transportation study taken prior to building the Calistoga Setback Levee. Mark asked JC and Dean to put a list of potential projects together for the parks crew. Projects that would be for stormwater mitigation and or other utility upgrades. An ADA self-assessment of City owned facilities, including sidewalks is underway by the public works crew and will be completed by the end of the year. Dean mentioned the Pierce County Health Department conducted a sanitary survey this last summer with city facilities & equipment, they also looked at the cross connection control program. The CCC survey found some farms with no backflow assembly preventers. Letters were sent to the property owners requesting field inspections for necessary compliance. For those property owners who responded, received an additional letter either requesting or not requesting that a backflow assembly preventer be installed. For those property owners who have not responded, are receiving additional letters requesting a field inspection. The health department said, if necessary, they would put us in contact with someone who could assist us on pushing to non-responsive property owners. Mark commented that Greg Pelland who is doing the dirt & infrastructure work at Village Green Div. 8 may appear at next council meeting to complain about invoices he received for engineering services, which he does not want to pay. Mr. Pelland has been difficult to work with. Scott Larson mentioned he would place a stop work order out on his project unless he came in to make a payment. Mr. Pelland did make a minimal payment but said he would not make any further payments. Mark will not allow any further meetings with Mr. Pelland. Page 4 of 5

5 10. Meeting Adjourn: Councilmember Drennen motioned to adjourn the meeting at 2:23 pm. Councilmember Colorossi seconded the motion and it carried. ATTEST: Secretary Laura Hinds Co-Chairperson Scott Drennen Page 5 of 5