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HomeMy WebLinkAbout2011-08-15 City Council Minutes Approved GST Y OffMO"41 ooR City Council Minutes—August 15, 2011 At 7:30 p.m. Mayor Maxwell called the regularly scheduled Anacortes City Council meeting of August 15, 2011 to order. Roll call found present: Eric Johnson, Nick Petrish, Erica Pickett, Brad Adams, Bill Turner, Cynthia Richardson and Brian Geer. Roll call was followed by the Pledge of Allegiance. Minutes of Previous Meeting Mr. Petrish moved, seconded by Mr. Geer, that the minutes of August 1, 2011 be approved as if read. Vote: Ayes— Petrish, Pickett, Adams, Turner, Richardson, Geer and Johnson. Motion carried. Citizen Hearings No one present wished to speak on any item not already on the agenda. Mayor/Council Communication and Committee Reports Police Chief Bonnie Bowers introduced new police officer Jackie Richter who replaces retired Sergeant Wayne Kortrud. Chief Bowers said Officer Richter is a Mount Vernon High School graduate and called her an outstanding addition to the force. Mayor Maxwell administered the oath of office to Officer Richter. Councilmembers welcomed her to the Police Department. Mayor Maxwell noted that all councilmembers had recently received an invitation from Attorney Alan Souders to attend Sam Chebeir's open house. City Attorney Brad Furlong said it would be most appropriate for councilmembers not to attend this event because Mr. Chebeir's proposal could lead to a quasi-judicial hearing before City Council and exposure to a presentation from the applicant could disqualify councilmembers from ruling on the matter. Mr. Furlong recommended that councilmembers not attend. Mayor Maxwell asked Mr. Furlong to send a letter to Mr. Souders explaining the recommendation. Mrs. Pickett clarified that Council would likely hold an official, advertised site visit before taking any action in the matter. Mr. Geer reported from the Public Works Committee on progress at the Water Treatment Plant improvement project and the Pennsylvania Avenue project. He said the City is aggressively pursuing national and regional grants. Mr. Turner announced the Traffic Safety Committee meeting on August 16, 2011. He reminded that City Council Committee meetings always involve less than a quorum of the City Council and are always open to the public. Mayor Pro Tem Adams said he was updating the list of City Council committees to be sure all the members and meeting times are accurate. He noted that some Committees meet regularly and some are ad hoc. Mr. Adams reported that the Anacortes Sister Cities Association has been very busy this summer, welcoming Japanese students and Romanian dancers and planning for a trip to Croatia. Mr. Adams thanked the public for supporting and hosting these groups. Consent Agenda Mrs. Richardson moved, seconded by Mr. Turner, to approve the following Consent Agenda items. Vote: Ayes— Pickett, Adams, Turner, Richardson, Geer, Johnson and Petrish. Motion carried. Approval of Vouchers/Cancellation of Checks Council voted unanimously that the following vouchers/checks audited and certified by the City's Auditing Officer (Finance Director) and subsequently reviewed and approved by the Council Finance Committee on August 4, 2011 and August 11, 2011 are approved for payment as of this date August 15, 2011. Anacortes City Council Minutes August 15, 2011 1 Claim Checks August 2011 Check Numbers 61355 through 61529 in the total amount of $1,722,572.43 EFT August 2011: EFT Numbers 61340 through 61354 in the total amount of $3,704.59 Prewritten Checks August 2011: Check Number 61339 in the amount of$410.25 Payroll for August 5, 2011 in the total amount of$863,650.03 Check Numbers 36235 through 36300 in the total amount of$47,974.77 Direct Deposit Numbers from 40780 through 40985 in the total amount of$615,183.01 EFT Numbers from 1313 through 1318 in the total amount of$200,492.25 Contract Award: South Fidalgo Bay Road Project— Phase 2 Public Works Director Fred Buckenmeyer requested approval to award a contract for South Fidalgo Bay Road, Phase 2. Mr. Buckenmeyer said the project will include utility improvements and construction of approximately 1,950 LF of asphalt roadway. He reported that six bids were received for the July 20, 2011 bid opening and the low responsive, responsible bidder was C. Johnson Construction, Inc. of Oak Harbor at$939,715.60 compared to the Engineer's Estimate of$1,170,205. Mr. Buckenmeyer noted that C. Johnson is currently performing the Pennsylvania Avenue Phase 3 project and has previously done other work for the City. Mr. Buckenmeyer said the City received a Transportation Improvement Board (TIB) grant for$711,354 and a Skagit County Economic Distress Grant for$139,776 to help fund the project. He added that the Water and Sewer funds will pay for the utility improvements in the amount of $216,990. Mr. Buckenmeyer recommended awarding the contract to C. Johnson Construction, Inc. Mr. Turner moved, seconded by Mrs. Richardson, to award the contract to C. Johnson Construction, Inc. for $939,715.60. Mr. Petrish asked if a left turn lane will be installed at Old Brook Lane and SR20. Mr. Buckenmeyer said it is not part of the current project but that the future roundabout WSDOT intends to install at Sharpes Corner will include a left turn lane or some similar improvement. Mr. Adams asked if the new road will serve as a through street in addition to accessing the planned business park. Mr. Buckenmeyer said yes, it will provide local access for Fidalgo Bay Estates. Vote: Ayes—Adams, Turner, Richardson, Geer, Johnson, Petrish and Pickett. Motion carried. Contract Modification: Rock Excavation for the Pennsylvania Avenue Reconstruction Project— Phase 3 Mr. Buckenmeyer explained that Phase 3 of the Pennsylvania Avenue Reconstruction project encountered significantly more rock than expected. He said two geotechnical consultants estimated the rock quantities prior to bid and the design was altered to raise the road and the sanitary sewer line to work around the rock but the contractor still hit more than anticipated, a total of 685 cubic yards vs. the 100 cubic yards expected. Mr. Buckenmeyer explained that per WSDOT standard specs if a bid item quantity changes by 25% or more unit prices are subject to renegotiation. The contractor has proposed an increase of$94,004.16 or$137.23/cy. Mr. Buckenmeyer said that this increase will be offset somewhat because the increased rock has allowed some other work to be eliminated from the contract including reducing the size of the retaining wall and eliminating some utilities. He said the net effect on the contract price is estimated to be about$70K but only the additive $94K change order was being requested at this meeting. Mayor Maxwell clarified that removing rock is expensive because it has to be blasted. Mr. Buckenmeyer noted that the sewer utility not the general fund will pay the increased cost for the sewer trench. Mr. Turner said the contractor's pricing seemed appropriate but asked why more exploratory holes weren't dug before the bid. Mr. Buckenmeyer said the City did conduct a geotechnical investigation but that if rock is encountered the City still has to pay to remove it so paying for extensive investigation beforehand doesn't net the City any savings. In response to a question from Mr. Geer, Mr. Buckenmeyer confirmed that funds are budgeted to cover the increase. Mr. Geer moved, seconded by Mrs. Pickett, to approve a change order in the amount of$94,004.16 to C. Johnson Construction, Inc. Mr. Adams asked where the excess rock went. Mr. Buckenmeyer said in this case the bulk of it was used for Anacortes City Council Minutes August 15, 2011 2 the road base resulting in a reduction in the gravel base and borrow costs. Vote: Ayes—Turner, Richardson, Geer, Johnson, Petrish, Pickett and Adams. Motion carried. Contract Modification: Engineering Consultant Support for Water Treatment Plant Improvements jHDR) Mr. Buckenmeyer requested a contract amendment to HDR's contract for engineering services on the Water Treatment Plant improvement project. Mr. Buckenmeyer reminded that HDR is the project's design engineer and performs design conformance, submittal review, contract interpretations, special inspections, etc. He said the City decided to issue annual contracts to HDR rather than one lump sum for the entire three-year project. Because the prime contractor has decided to work through some contractual and submittal issues early some of HDR's anticipated 2012 work load has shifted into 2011. The proposed amendment for$435,919 in 2011 will result in a reduction of HDR's contract costs in 2012. He said staff recommends approval. Mrs. Pickett questioned the scale of the amendment. Mr. Buckenmeyer said this is about 40% of HDR's $1 M contract for 2011. Mrs. Pickett asked if the amendment would alter HDR's total contract amounts for the project. Mr. Buckenmeyer said no, it just shifts anticipated expense from one year to another. Mr. Johnson asked if the amount is in the budget. Mr. Buckenmeyer said it is in the funding plan for the project. Mayor Maxwell cautioned that the project may still encounter situations that involve additional work by HDR but this particular change is not for additional work. Mrs. Richardson called it a good sign that the general contractor is planning in advance and getting questions answered up front. Mayor Maxwell agreed. Mr. Turner clarified that if the City had issued a single 3-year contract to HDR this amendment amount would have been wrapped into the overall contract. Mr. Adams moved, seconded by Mr. Geer, to approve a task order amendment to HDR Engineering, Inc. for$435,919. Vote: Ayes— Richardson, Geer, Johnson, Petrish, Pickett, Adams and Turner. Motion carried. Community Service Work Contract: Ace of Hearts Park Parks and Recreation Director Gary Robinson requested approval of a Community Service Work Contract for improvements at Ace of Hearts Rotary Park. Mr. Robinson provided an overview of the park design and progress to date including the dog park, parking lot, and the baseball field that is now under construction. He said turf, irrigation, backstops, etc. are being installed this year and the parking lot base course is also being installed. Mr. Robinson praised how well Community Service Work Contracts have worked in the past. Mr. Turner commented that he has coordinated such work for his Rotary Club before and said the contracts work very well and provide a great benefit to the City. Mr. Petrish inquired about the levels of play that will be accommodated by the new baseball field. Mr. Robinson summarized the levels of play that could use the 200-foot fence field and described it as a facility for youth rather than adult leagues. He also explained the field configuration at Volunteer Park and the tournaments the two facilities could host. Mrs. Richardson commented that Ace of Hearts Rotary Park fills the need for a neighborhood park in the area. Mr. Robinson agreed and said that the irrigated turf will be available for other uses during the off-season. Mr. Adams called it a great success that the dog park and Little League field could both be accommodated on the site. Mr. Johnson asked the total project price. Mr. Robinson said the City has received a grant from the State for about$50K, Rotary Club will contribute $15K, Little League will put in $5K and the City will pay$32K to the Rotary Club as part of its grant match. The overall project is estimated to cost about$100K overall. Mr. Turner moved, seconded by Mr. Adams, to approve the Community Service Work Contract in the amount of$31,500 with the Anacortes Rotary Charitable Organization. Vote: Ayes—Geer, Johnson, Petrish, Pickett, Adams, Turner and Richardson. Motion carried. There being no further business, at approximately 8:15 p.m. the regular Anacortes City Council meeting of August 15, 2011 adjourned. Anacortes City Council Minutes August 15, 2011 3