HomeMy WebLinkAbout2017.07.10 Council Workshop PacketWorkshop Meeting
AGENDA
PASCO CITY COUNCIL
7:00 p.m.
July 10, 2017
Page
1. CALL TO ORDER:
2. ROLL CALL:
(a) Pledge of Allegiance
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
3 (a) Presentation of Recycling Considerations
Presented by Darrick Dietrich, President, Basin Disposal, Inc. (BDI)
(b) Presentation on Lean Processes Applied to Equipment Rental and
Replacement Program
Presented by Curt Shaw, Public Works Division Manager
4 - 8 (c) CDBG Substantial Amendment 2016.1 (MF#BGAP2017-006)
9 - 12 (d) Final Acceptance: 2016 Annual Sewer Re-Lining Project
13 - 15 (e) Final Acceptance: Midland Lane Extension Project (South of Sandifur
Parkway)
16 - 19 (f) Final Acceptance: Road 38 Stormwater Retrofit
5. MISCELLANEOUS COUNCIL DISCUSSION:
6. EXECUTIVE SESSION:
7. ADJOURNMENT.
REMINDERS:
1. 5:00 p.m., Tuesday, July 11, TRAC Facility – TRAC Advisory Board Meeting.
(COUNCILMEMBER CHI FLORES and COUNCILMEMBER AL YENNEY)
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Workshop Meeting July 10, 2017
2. 7:00 a.m., Thursday, July 13 – BFCG Tri-Mats Policy Advisory Committee
Meeting. (COUNCILMEMBER BOB HOFFMANN, Rep.; REBECCA FRANCIK,
Alt.)
3. 3:30 p.m., Thursday, July 13, FCEM Office – Franklin County Emergency
Management Board Meeting. (MAYOR MATT WATKINS, Rep.;
COUNCILMEMBER TOM LARSEN, Alt.)
4. 7:00 p.m., Thursday, July 13, Transit Facility – Ben-Franklin Transit Board
Meeting. (MAYOR MATT WATKINS, Rep.; COUNCILMEMBER CHI
FLORES, Alt.)
This meeting is broadcast live on PSC-TV Channel 191 on Charter Cable and
streamed at www.pasco-wa.gov/psctvlive.
Audio equipment available for the hearing impaired; contact the Clerk for assistance.
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AGENDA REPORT
FOR: City Council July 7, 2017
TO: Dave Zabell, City Manager Workshop Meeting: 7/10/17
FROM: Stan Strebel, Deputy City Manager
Executive
SUBJECT: Presentation of Recycling Considerations
I. REFERENCE(S):
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Presented by Darrick Dietrich, President, Basin Disposal, Inc. (BDI)
III. FISCAL IMPACT:
Depends on Alternatives
IV. HISTORY AND FACTS BRIEF:
Council has considered the costs and benefits of curbside recycling on a number of
occasions over the past several years. In 2009, and again in 2015, a question regarding
recycling was included among the three policy questions included in the National
Citizens Survey. In both cases, the survey results indicated support for curbside
recycling with 2009 combined ‘strong’ or ‘somewhat’ totaling 63% (at a projected $4 -
5/mo.) and 2015 results indicating 66% combined support ($4.50-5.50/mo.) Green
waste interest was also polled in 2015 with a 55% combined support result.
The City renewed its solid waste collection agreement with BDI in November 2015.
The agreement provides that, upon the City’s request, the contractor will provide a
written proposal including the service rates, proposed routes and schedules, as well as
qualifying materials, plus an estimate of the interval necessary to secure the necessary
equipment and facilities needed to implement such service. Mr. Dietrich will discuss
the factors that Council should consider, including alternative participation/cost
scenarios, if it intends to request a proposal from BDI leading to possible
implementation of recycling services..
V. DISCUSSION:
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AGENDA REPORT
FOR: City Council July 5, 2017
TO: Dave Zabell, City Manager
Rick White, Director
Community & Economic Development
Workshop Meeting: 7/10/17
FROM: Angie Pitman, Urban Development
Coordinator
Community & Economic Development
SUBJECT: CDBG Substantial Amendment 2016.1 (MF# BGAP2017-006)
I. REFERENCE(S):
Proposed Resolution - Based on Planning Commission Recommendation
Planning Commission Minutes Dated: 6/15/17
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Discussion
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
Council passed Resolution Nos. 3578, 3658, and 3731 approving the Community
Development Block Grant (CDBG) budget for program years 2015-2017. The
resolutions approved unfunded and partially funded eligible projects such as Pasco
Specialty Kitchen facility improvements, downtown revitalization, safety and sidewalk
improvements, as contingencies.
Close-out of prior year projects in 2014, 2015, and 2016 and a change in priority needs
for 2016 and 2017 infrastructure projects results in unobligated funds totaling $133,367
for reprogramming. Program income from payoff of prior year CDBG rehabilitation
loans totaling $40,100 must be allocated and used.
A “minor amendment” to the approved plan occurs when a revision is made to the
priority needs, in the method of distribution of funds, when an activity not previously
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identified in the plan is added, or when the purpose, scope, location or beneficiaries of
an activity are changed. It requires only City Manager review and approval.
A “substantial amendment” to the plan occurs when the original purpose of the project
is changed to a new eligible category, or when a change in the allocation exceeds 10
percent of the individual City’s current year’s CDBG allocation, including program
income. It requires the same level of review and approval as the Annual Work Plan and
Allocations.
V. DISCUSSION:
Staff presented recommendations for funding at the June 15, 2017 Planning
Commission meeting. The Planning Commission recommended approval of funding
recommendations as presented. There are some minor adjustments to the Planning
Commission funding recommendation to balance with the HUD Integrated
Disbursement and Reporting System (IDIS), and to account for the 2017 entitlement
allocation which was unknown when the Planning Commission staff report was
prepared. The proposed resolution attached includes projects meeting both "minor
amendment" and "substantial amendment" criteria for the record.
If Council concurs with the recommendation of the Planning Commission as adjusted,
the proposed resolution will be returned for Council action.
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RESOLUTION NO. _________
A RESOLUTION amending the Community Development Block Grant (CDBG) Allocations
and Annual Work Plans for Program Years 2016 and 2017.
WHEREAS, changes in priority needs resulted in cancellation of the Downtown Revitalization
Safety and 1st and Sylvester Sidewalk Improvements projects; and
WHEREAS, unobligated funds may be reprogrammed to fund or increase funding as need for
owner occupied rehabilitations, and Pasco Commercial Kitchen and Peanuts Park Renovation public
facility projects;
Now, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO:
Section 1. That the Pasco City Council hereby approves amendments to the Annual Work
Plans as follows:
2014 Activities Amended Revised Budget
325 Catholic Family Charities Wheelchair Ramps $5,000 $8,159
326 CHIP Minor Rehabilitation Program*$15,000 $55,000
*Plus future program income from payoff of CDBG rehab loans
2015 Activities Amended Revised Budget
347 Commercial Kitchen Façade Improvement (Moved to 356)($25,031)$0
2016 Activities Amended Revised Budget
355 Commercial Kitchen Facility Improvements (Contingency)$50,000 $122,000
356 Commercial Kitchen Façade Improvement (Contingency)$75,031 $95,467
359 Downtown Revitalization Safety Improvements (Cancelled)($105,000)$0
2017 Activities – Pending approval Amended Revised Budget
367 Peanuts Park Renovation $191,145 $476,145
368 1st and Sylvester Sidewalks and Ramps (Cancelled)($100,000)$0
Section 2. That the Pasco City Council hereby approves eligible activities from program
years 2017 and prior Annual Work Plan and Allocations which were not funded, partially funded, or
underfunded as contingencies for reprogrammed or excess funds; and
Section 3. That the City Manager or his delegate is authorized to sign all agreements in
accordance with the 5-Year Consolidated Plan and Annual Action Plan Supplements as approved by
Council.
PASSED by the City Council of the City of Pasco this _____day of _______________, 2017
_____________________________
Matt Watkins
Mayor
ATTEST: APPROVED AS TO FORM:
_____________________________ ___________________________
Daniela Erickson Leland B. Kerr
City Clerk City Attorney Page 6 of 19
PLANNING COMMISISON MINUTES
June 15, 2017
A. Block Grant Community Development Block Grant (CDBG)
Substantial Amendment to Annual Action Plan
2016 and 2017 (MF# BGAP 2017-006)
Chairwoman Bykonen read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the CDBG
Substantial Amendment to the 2016 & 2017 Annual Action Plan. With the amount of
money the City receives from HUD, roughly $650,000-$675,000 per year, there are
sometimes activities that come in under budget or the project gets cancelled over the
course of the year to affect the budget item that the Planning Commission
recommended and that City Council approved. In this case, the City has exceeded the
10% of its yearly allocation in terms of “changed funds for projects” which is why it
has come back to the Planning Commission and will then go to City Council. Roughly
$275,000 has been cancelled in projects and with program income of almost $78,500
there is nearly $354,000 to reallocate.
The staff memo includes the breakdown of where the available money is recommended
to be funded. Some of the funds will go to the Catholic Families Volunteer Chore
Services who help build handicap ramps at the homes of low-moderate elderly
families. Other funds will be allocated to help with home rehabilitations, which was
previously awarded to Community Action Connections (CAC) who have not used the
funds. However, the City has taken this project back as there are projects that the
funds could be used for. There is also an item for new community housing programs –
Rebuilding Mid-Columbia. This organization applied for CDBG funds for the 2017
program year but at that time they had not received their 501(c)(3). They now have
their 501(c)(3) and will be partnering with the City to complete housing projects. This
will give their organization the experience and training while helping the City complete
these projects but the money will be funneled through the City while they will be
bringing in the projects. It will be much like a mentoring relationship and will assist
the City. Staff is also recommending additional funds be allocated to the Pasco
Specialty Kitchen, partially by reallocating the Commission recommended to the
façade – more money was spent on the flooring project and the façade project will still
be facilitated. The Downtown Façade Improvement Program received funding as we
are at a point now where some projects can be accomplished. Money is also being
spent now on the Peanuts Park project located downtown and staff is recommending
more funds to be allocated to that project as well. So public money is being reinvested
downtown and hopefully that will spur private investments downtown. The first phase
will be the renovation of Peanuts Park and Farmer’s Market. The second phase will be
at the intersection of 4th Avenue and Lewis Street, setting up for the third phase,
which is a festival street on 4th Avenue west of the Farmer’s Market to be used for
festival space. A couple of projects were closed/cancelled. The sidewalk in front of the
Senior Center was cancelled, as the money for that came from the funds from the
Police Department Building and the Downtown Sidewalks project was closed because
those improvements will happen when the Lewis Street Underpass project is under
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construction in roughly 2019.
Commissioner Bowers said when these projects were first brought to the Planning
Commission, Angie Pitman, Block Grant Administrator, had recommendations for the
allocations. Now since there is an adjustments in funds, what is before the
Commission at this time are the recommendations for reallocations.
Mr. White stated that was correct.
Commissioner Bowers asked about programs, such as the Martin Luther King Center
staff funds, and why those projects didn’t receive additional reallocated funds.
Mr. White responded that those are annual funds and didn’t need additional monies.
Commissioner Greenaway stated that she was happy to see that the City was
partnering with Rebuilding Mid-Columbia to repair homes.
Mr. White responded that it is a really good thing because there aren’t enough
community housing based programs. It also assists with funds with the HOME
program.
Commissioner Campos added that many federal grant programs requires
organizations to have so much experience in order to receive funds so this would allow
for Rebuilding Mid-Columbia to gain the experience they need to be able to apply for
additional federal funds.
Commissioner Alvarado asked what the scope was for Rebuilding Mid-Columbia and
what did they intend to grow into.
Mr. White stated that they are a community housing based improvement program and
they most likely want to become a lot like Habitat for Humanity, which is the only
other community housing base administrator in the area.
With no further questions or comments the public hearing closed.
Commissioner Bowers moved, seconded by Commissioner Greenaway, to close the
public hearing and recommend the City Council approve the use of funds for the
Community Development Block Grant Program as set forth in the “2016.1 Fund
Summary” as recommended by Staff. The motion passed unanimously.
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AGENDA REPORT
FOR: City Council July 3, 2017
TO: Dave Zabell, City Manager
Rick Terway, Interim Public Works Director
Workshop Meeting: 7/10/17
FROM: Dan Ford, City Engineer
Public Works
SUBJECT: Final Acceptance: 2016 Annual Sewer Re-Lining Project
I. REFERENCE(S):
Vicinity Map
Final Engineer's Report
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Discussion
III. FISCAL IMPACT:
$253,750 - Utility Fund (Sewer)
IV. HISTORY AND FACTS BRIEF:
This project rehabilitated 5,578 linear feet of 8-inch through 15-inch diameter sanitary
sewer pipe using heat or ultraviolet light Cured-In-Place Pipe (CIPP) in the area south
of I-182 east from 9th Avenue and west from 4th Avenue. This project is part of the
budgeted annual sewer relining program that addresses the higher priority relining for
the sanitary sewer lines.
Gravity sanitary sewer lines, subject to rehabilitation, are concrete pipelines with signs
of deterioration. The proposed relining allows the existing system to operate without
leaks, as well as improve the City's capability to clean and inspect these lines,
maintaining the integrity of the City's sewer collections system and extending its
service life.
On November 17, 2016 the City received four (4) bids for the project. The lowest bid
was from Planned & Engineered Construction, Inc. in the amount of $252,495.00. The
Engineer's Estimate was $249,435.74 which didn't include contingencies taken into
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consideration for total project budget approved by Council.
On December 5, 2016 Council awarded the contract to Planned and Engineered
Construction, Inc. of Helena, Montana.
V. DISCUSSION:
The project was successfully completed within the allotted contract time and the work
meets project specifications.
Total budget for the project was $300,000 with final project costs including,
engineering & inspection, totaling $277,235.22. There was minimal construction cost
increase due to an increase in lining quantity for larger diameter pipe over the
estimated quantities in the original contract.
Staff recommends Council's acceptance of this work.
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Page 11 of 19
Page 1
Memo
Public Works Department
To: File Engineering Division
From: David Tanner, Civil Engineer
Date: 07/03/2017
Re: 2016 Annual Sewer Re-Lining – Final Engineer’s Report
Bid Item Changes in Quantity
Bid Item 4, Pre-Installation Cleaning and Inspection – Final quantity for this bid item was
based on actual quantities as measured in the field. Actual measured quantity for this bid
item was 5578 LF, while the estimated quantity was 5639 LF for a total savings of
$122.00.
Bid Item 6, Furnish and Install 8-in Diam. CIPP – Final quantity for this bid item was
based on actual quantities installed, as measured in the field. Actual measured quantity
for this bid item was 3963 LF, while the estimated quantity was 4157 LF for a total
savings of $5,432.00.
Bid Item 7, Furnish and Install 10-in Diam. CIPP – Final quantity for this bid item was
based on actual quantities installed, as measured in the field. Actual measured quantity
for this bid item was 297 LF, while the estimated quantity was 295 LF for a total
increased cost of $60.00.
Bid Item 9, Furnish and Install 15-in Diam. CIPP – Final quantity for this bid item was
based on actual quantities installed, as measured in the field. Actual measured quantity
for this bid item was 795 LF, while the estimated quantity was 664 LF for a total
increased cost of $6,550.00.
Bid Item 10, Internal Reinstatement of Side Sewer – Final quantity for this bid item was
based on actual quantities installed, as measured in the field. Actual measured quantity
for this bid item was 96 EA, while the estimated quantity was 94 EA for a total increased
cost of $100.00.
Page 12 of 19
AGENDA REPORT
FOR: City Council June 29, 2017
TO: Dave Zabell, City Manager
Rick Terway, Interim Public Works Director
Workshop Meeting: 7/10/17
FROM: Dan Ford, City Engineer
Public Works
SUBJECT: Final Acceptance: Midland Lane Extension Project (South of Sandifur
Parkway)
I. REFERENCE(S):
Vicinity Map
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Discussion
III. FISCAL IMPACT:
Private Contribution - $35,000
Traffic Impact Fees Fund - $59,271
Real Estate Excise Tax (REET) Fund - $419,620
IV. HISTORY AND FACTS BRIEF:
As a result of an economic development opportunity, the Midland Lane Extension
project, South of Sandifur Parkway, surfaced late in 2015. The project afforded the
opportunity to bundle with it a planned traffic signal project at Midland Lane and
Sandifur Parkway that addresses current conditions and allows for an economy of scale
savings. On July 5, 2016, Council approved the addition of the project to the 2016
Capital Improvement Plan.
The project included construction of a new south leg of the Sandifur Parkway and
Midland Lane intersection, which ends in a cul-de-sac. The project also added a new
traffic signal and accessible pedestrian signals at the intersection. Other work
associated with the extension of the street included extension of utilities, addition of
catch basins with infiltration trenches for stormwater runoff, addition of street lighting,
upgrading all ADA curb ramps at the intersection to meet current requirements, and the
addition of sidewalk.
Page 13 of 19
The project was advertised and bid in September of 2016 with the lowest bidder being
Premier Excavation Inc., with the total bid amount of $412,297.58. On October 3,
2016, Council awarded this project to Premier Excavation Inc.
V. DISCUSSION:
The project was successfully completed within the allotted contract time and the work
meets project specifications.
The final project construction contract totaled $408,207.20. This final cost came just
under the bid amount, showing great efficiency during construction. Originally
estimated to cost approximately $670,000, the final total project cost totaled being
$495,000, which included; design, construction, construction inspection, material
testing, and project management.
Staff recommends Council's acceptance of this work.
Page 14 of 19
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9
AGENDA REPORT
FOR: City Council June 29, 2017
TO: Dave Zabell, City Manager
Rick Terway, Interim Public Works Director
Workshop Meeting: 7/10/17
FROM: Dan Ford, City Engineer
Public Works
SUBJECT: Final Acceptance: Road 38 Stormwater Retrofit
I. REFERENCE(S):
Vicinity Map
Final Engineer's Report
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Discussion
III. FISCAL IMPACT:
$53,737.80 - Utility Fund (Storm)
IV. HISTORY AND FACTS BRIEF:
In early 2016, City Staff recognized a stormwater issue located in the vicinity of Road
38 and Court Street. The configuration of street improvements on Court Street caused a
significant amount of stormwater to be channeled by the curb and gutter and conveyed
to properties located on Road 38.
Due to the potential for damaging the abutting properties, City Staff determined that it
was necessary to install improvements to capture and infiltrate the stormwater
generated by this two block stretch of Court Street.
This project installed two new catch basins on Road 38 and one new catch basin on
Court Street to alleviate an existing stormwater issue. All stormwater collected in the
catch basins will be routed to a newly installed infiltration trench in Road 38.
On November 17, 2016, the City received four (4) bids for the project. The low bid was
from C&E Trenching, LLC, in the amount of $51,201.53. The second lowest bid was
Page 16 of 19
received from Moreno & Nelson Construction in the amount of $82,693.47. The
Engineer's Estimate was $72,300.45.
On November 28, 2016 the project was awarded to C&E Trenching, LLC for
$51,201.53
V. DISCUSSION:
The project was successfully completed within the allotted contract time and the work
meets project specifications.
The final project construction contract totaled $53,737.80, representing a 4.95%
increase over the original bid price. The minimal cost increases were due to additional
pavement, sidewalk, and curbing restoration beyond the estimated quantities in the
original contract.
Staff recommends Council's acceptance of this work.
Page 17 of 19
Page 18 of 19
Page 1
Memo
Public Works Department
To: File Engineering Division
From: David Tanner, Civil Engineer
Date: 06/29/2017
Re: Road 38 Stormwater Retrofit – Final Engineer’s Report
Bid Item Changes in Quantity
Bid Item 13, HMA Cl 1/2" PG 645-28 (2-1/2") – Final quantity for this bid item was based
on actual quantities installed, as measured in the field. Actual measured quantity for this
bid item was 434.8 SY, while the estimated quantity was 370 SY for a total additional
cost of $1,283.04.
Bid Item 14, Cement Concrete Sidewalk– Final quantity for this bid item was based on
actual quantities installed, as measured in the field. Actual measured quantity for this bid
item was 29 SY, while the estimated quantity was 5 SY for a total additional cost of
$3,658.32.
Bid Item 17, Cement Conc. Traffic Curb and Gutter– Final quantity for this bid item was
based on actual quantities installed, as measured in the field. Actual measured quantity
for this bid item was 37.5 LF, while the estimated quantity was 30 LF for a total additional
cost of $437.63.
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