city of vancouver · washington vancouver city council agenda
CITY OF VANCOUVER ∙ WASHINGTON th
Vancouver City Hall – Council Chambers – 415 W. 6 Street PO Box 1995 – Vancouver Washington 98668-1995
www.cityofvancouver.us
Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay City Hall is served by C-TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C-TRAN at 695-0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at 4878600 (Voice/TTY). Every attempt at reasonable accommodation will be made. Assistive listening devices are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – APRIL 16, 2012 WORKSHOPS (City Council Chambers) 4:00-6:00 p.m.
FINANCIAL POLICIES DISCUSSION
Summary Staff will provide further details on the City’s Financial Policies and recommended changes to the policies in follow-up to an initial workshop held on March 26, 2012. The Financial Policies are adopted by City Council and reviewed every two years during the budget development process. They represent a compendium of critical policies that shape the City Budget and ensure that the City maintains a healthy financial foundation into the future. (Lloyd Tyler, Chief Financial Officer, 487-8469; Natasha Ramras, Budget and Planning Manager, 487-8484)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF APRIL 2, 2012 APPROVAL OF MINUTES OF APRIL 9, 2012 PROCLAMATION: NATIONAL VOLUNTEER WEEK SPECIAL PRESENTATION: SISTER CITY REPRESENTATIVES FROM JOYO, JAPAN
City Council Regular Meeting Agenda April 16, 2012 Page 2 of 5
CITIZEN COMMUNICATION (ITEMS 1-4) This is the place on the agenda where the public is invited to speak to Council regarding the items on tonight’s Consent Agenda. The person speaking is requested to complete a yellow, pre-printed card (provided at the information table in the lobby) with their name/address and agenda item to be addressed. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
CONSENT AGENDA (ITEMS 1-4) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. NE 18TH STREET IMPROVEMENTS SEGMENT 1A FROM NE 112TH AVENUE TO NE FOUR SEASONS LANE, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 032-12)
Summary This project widened and reconstructed the intersection of NE 18th Street and NE 112th Avenue to seven lanes in all four directions, providing two through lanes in each direction, two left turn lanes and a dedicated right-turn lane, as well as bicycle lanes. In addition, the project included: Installation of new traffic signals at the NE 112th Avenue intersection and at the NE 18th Street and Four Seasons Lane intersection; Improvements to NE 112th Avenue, north to NE 22nd Street and south to NE 16th Street, with new sidewalks, retaining walls, stormwater drainage, water main, sanitary sewer, street lighting and landscaping; Improvements to Northeast 18th Street by widening it from two to four lanes west to the Interstate 205 overpass and east to Four Seasons Lane, as well as providing new bicycle lanes, sidewalks, retaining walls, stormwater drainage, water main, street lighting and landscaping. Rotschy Inc. of Vancouver, Washington has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $4,867,116.23. Field adjustments and contract change orders during construction increased the contract amount to $5,239,050.41. The major changes were base stabilization work due to soft and oversaturated ground conditions encountered on site, replacement of approximately 900 linear feet of old 12-inch steel water main found shallow and in conflict with the new roadway structure, increase in the roadway excavation quantity due to underestimated bid quantity, and revision to the storm sewer treatment from an infiltration system to a detention pond system due to high ground water encountered on site. This project is funded by federal grants, a state grant, and several local sources. Funds are budgeted in the Transportation Capital Fund. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage in the amount of $260,837.15 to Rotschy,
City Council Regular Meeting Agenda April 16, 2012 Page 3 of 5
Inc. of Vancouver, Washington, subject to receipt of all documentation required by law. (Steve Lee, Senior Civil Engineer, 487-7750) 2. 2011 SLURRY SEAL AND MICROSURFACING PROJECT, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 033-12) Summary This project applied micro-surfacing to approximately 15 miles of City streets as part of the City’s preventive maintenance program to extend the life of the pavement and minimize maintenance costs. Intermountain Slurry Seal Incorporated, of Watsonville, California, has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $911,527.92. Necessary field adjustments during construction increased the contract amount by $65,039.87, or 7 percent, to $976,567.79. The cost increase can be attributed to the bid item overrun for traffic control. The number of flagging hours estimated during design needed to be increased during construction due to the arterial-only nature of the project. As arterial streets are more heavily traveled than the average City street, the original estimate was low, and the Contractor was directed to provide additional flaggers for traffic control. Although the quantities increased from what was bid, these added quantities of work were paid for using the unit prices obtained through the original lowest bid process. Funding for this project was appropriated in the City’s 2011-2012 budget in the Street Fund, Pavement Management Program. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage for Intermountain Slurry Seal, of Watsonville, California, subject to receipt of all documentation required by law. (Ryan Knox, Civil Engineer, 487-7750) 3. SE MILL PLAIN BOULEVARD AND NE 136TH AVENUE INTERSECTION IMPROVEMENT PROJECT, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE
(Staff Report 034-12) Summary This project included road widening, new signal equipment, paving, stormwater, pedestrian safety, and ADA improvements. Rotschy Incorporated, of Vancouver, Washington, has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $1,798,436.00. Necessary field adjustments during construction increased the contract amount by $196,577.67, or 11 percent, to $1,995,013.67. Approximately half of the cost increase can be attributed to unsuitable subgrade material. The road widening areas contained an unusually high depth of topsoil that had to removed and replaced with base rock. The remaining cost increase included relocating City fiber optic lines, added striping, and upgrading pedestrian safety equipment.
City Council Regular Meeting Agenda April 16, 2012 Page 4 of 5
This project is funded through a combination of revenue sources including Federal STP grant, developer contributions, bond funds, and business license surcharge. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage for Rotschy Incorporated, of Vancouver, Washington, subject to receipt of all documentation required by law. (Ryan Knox, Civil Engineer, 4877750) 4. APPROVAL OF CLAIM VOUCHERS FOR APRIL 16, 2012 (Copy available upon request.)
PUBLIC HEARINGS (ITEM 5) The following item(s) are scheduled for public hearing. Persons addressing Council are requested to complete a pre-printed card (provided at the information table in the lobby) with their name/address and agenda item. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
5. QUASI-JUDICIAL HEARING: AMENDMENT TO EXISTING DEVELOPMENT AGREEMENT WITH DALE HAAGEN AND ASSOCIATES PERTAINING TO EXPIRATION DATE OF DEVELOPMENT STANDARDS (Staff Report 035-12) A RESOLUTION relating to the approval of a development agreement pursuant to RCW Chapter 36.70B; relating to and providing for a Development Agreement Extension amendment to Prior Development Agreements as specified in the Development Agreement Extension; and authorizing the City Manager to execute the Development Agreement Extension. Summary The City is proposing to extend the existing Development Agreements for 10 more years to retain the vested Development Standards of the CC and MC Zoning Districts on applicable properties. The new proposed expiration date coincides with the date of expiration of approved transportation concurrency. The Applicant would like to retain vesting of these Development Standards as the land use approvals pertaining to each of the subject properties, identified as Parkside Retail, 136th Avenue Place, and Stone Mill East, were designed and approved under the Development Standards described by the Development Agreement. In order to retain the value of approved land use approvals, the Applicant would like to guarantee that the Development Standards continue to apply. There is no budget impact. Action Requested: On Monday, April 16, 2012, adopt a resolution approving the Development Agreement Extension to retain the Development Standards of the CC and MC Zoning Districts on applicable properties for ten additional years so that the development standard expiration date coincides with the date of expiration of approved transportation concurrency. (Alisa Pyszka, Business Development Manager, 487-8617; Linda Marousek, Assistant City Attorney, 487-8513)
City Council Regular Meeting Agenda April 16, 2012 Page 5 of 5
COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. Differential response briefing, Vancouver Police Chief Cliff Cook
ADJOURNMENT
Vancouver City Hall – Council Chambers – 415 W. 6 Street PO Box 1995 – Vancouver Washington 98668-1995
www.cityofvancouver.us
Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay City Hall is served by C-TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C-TRAN at 695-0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at 4878600 (Voice/TTY). Every attempt at reasonable accommodation will be made. Assistive listening devices are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – APRIL 16, 2012 WORKSHOPS (City Council Chambers) 4:00-6:00 p.m.
FINANCIAL POLICIES DISCUSSION
Summary Staff will provide further details on the City’s Financial Policies and recommended changes to the policies in follow-up to an initial workshop held on March 26, 2012. The Financial Policies are adopted by City Council and reviewed every two years during the budget development process. They represent a compendium of critical policies that shape the City Budget and ensure that the City maintains a healthy financial foundation into the future. (Lloyd Tyler, Chief Financial Officer, 487-8469; Natasha Ramras, Budget and Planning Manager, 487-8484)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF APRIL 2, 2012 APPROVAL OF MINUTES OF APRIL 9, 2012 PROCLAMATION: NATIONAL VOLUNTEER WEEK SPECIAL PRESENTATION: SISTER CITY REPRESENTATIVES FROM JOYO, JAPAN
City Council Regular Meeting Agenda April 16, 2012 Page 2 of 5
CITIZEN COMMUNICATION (ITEMS 1-4) This is the place on the agenda where the public is invited to speak to Council regarding the items on tonight’s Consent Agenda. The person speaking is requested to complete a yellow, pre-printed card (provided at the information table in the lobby) with their name/address and agenda item to be addressed. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
CONSENT AGENDA (ITEMS 1-4) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. NE 18TH STREET IMPROVEMENTS SEGMENT 1A FROM NE 112TH AVENUE TO NE FOUR SEASONS LANE, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 032-12)
Summary This project widened and reconstructed the intersection of NE 18th Street and NE 112th Avenue to seven lanes in all four directions, providing two through lanes in each direction, two left turn lanes and a dedicated right-turn lane, as well as bicycle lanes. In addition, the project included: Installation of new traffic signals at the NE 112th Avenue intersection and at the NE 18th Street and Four Seasons Lane intersection; Improvements to NE 112th Avenue, north to NE 22nd Street and south to NE 16th Street, with new sidewalks, retaining walls, stormwater drainage, water main, sanitary sewer, street lighting and landscaping; Improvements to Northeast 18th Street by widening it from two to four lanes west to the Interstate 205 overpass and east to Four Seasons Lane, as well as providing new bicycle lanes, sidewalks, retaining walls, stormwater drainage, water main, street lighting and landscaping. Rotschy Inc. of Vancouver, Washington has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $4,867,116.23. Field adjustments and contract change orders during construction increased the contract amount to $5,239,050.41. The major changes were base stabilization work due to soft and oversaturated ground conditions encountered on site, replacement of approximately 900 linear feet of old 12-inch steel water main found shallow and in conflict with the new roadway structure, increase in the roadway excavation quantity due to underestimated bid quantity, and revision to the storm sewer treatment from an infiltration system to a detention pond system due to high ground water encountered on site. This project is funded by federal grants, a state grant, and several local sources. Funds are budgeted in the Transportation Capital Fund. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage in the amount of $260,837.15 to Rotschy,
City Council Regular Meeting Agenda April 16, 2012 Page 3 of 5
Inc. of Vancouver, Washington, subject to receipt of all documentation required by law. (Steve Lee, Senior Civil Engineer, 487-7750) 2. 2011 SLURRY SEAL AND MICROSURFACING PROJECT, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 033-12) Summary This project applied micro-surfacing to approximately 15 miles of City streets as part of the City’s preventive maintenance program to extend the life of the pavement and minimize maintenance costs. Intermountain Slurry Seal Incorporated, of Watsonville, California, has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $911,527.92. Necessary field adjustments during construction increased the contract amount by $65,039.87, or 7 percent, to $976,567.79. The cost increase can be attributed to the bid item overrun for traffic control. The number of flagging hours estimated during design needed to be increased during construction due to the arterial-only nature of the project. As arterial streets are more heavily traveled than the average City street, the original estimate was low, and the Contractor was directed to provide additional flaggers for traffic control. Although the quantities increased from what was bid, these added quantities of work were paid for using the unit prices obtained through the original lowest bid process. Funding for this project was appropriated in the City’s 2011-2012 budget in the Street Fund, Pavement Management Program. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage for Intermountain Slurry Seal, of Watsonville, California, subject to receipt of all documentation required by law. (Ryan Knox, Civil Engineer, 487-7750) 3. SE MILL PLAIN BOULEVARD AND NE 136TH AVENUE INTERSECTION IMPROVEMENT PROJECT, CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE
(Staff Report 034-12) Summary This project included road widening, new signal equipment, paving, stormwater, pedestrian safety, and ADA improvements. Rotschy Incorporated, of Vancouver, Washington, has satisfactorily completed the subject improvements in accordance with the plans and specifications. The original construction contract bid amount was $1,798,436.00. Necessary field adjustments during construction increased the contract amount by $196,577.67, or 11 percent, to $1,995,013.67. Approximately half of the cost increase can be attributed to unsuitable subgrade material. The road widening areas contained an unusually high depth of topsoil that had to removed and replaced with base rock. The remaining cost increase included relocating City fiber optic lines, added striping, and upgrading pedestrian safety equipment.
City Council Regular Meeting Agenda April 16, 2012 Page 4 of 5
This project is funded through a combination of revenue sources including Federal STP grant, developer contributions, bond funds, and business license surcharge. Action Requested: On April 16, 2012, accept construction as complete in accordance with contract plans and specifications and authorize release of retainage for Rotschy Incorporated, of Vancouver, Washington, subject to receipt of all documentation required by law. (Ryan Knox, Civil Engineer, 4877750) 4. APPROVAL OF CLAIM VOUCHERS FOR APRIL 16, 2012 (Copy available upon request.)
PUBLIC HEARINGS (ITEM 5) The following item(s) are scheduled for public hearing. Persons addressing Council are requested to complete a pre-printed card (provided at the information table in the lobby) with their name/address and agenda item. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
5. QUASI-JUDICIAL HEARING: AMENDMENT TO EXISTING DEVELOPMENT AGREEMENT WITH DALE HAAGEN AND ASSOCIATES PERTAINING TO EXPIRATION DATE OF DEVELOPMENT STANDARDS (Staff Report 035-12) A RESOLUTION relating to the approval of a development agreement pursuant to RCW Chapter 36.70B; relating to and providing for a Development Agreement Extension amendment to Prior Development Agreements as specified in the Development Agreement Extension; and authorizing the City Manager to execute the Development Agreement Extension. Summary The City is proposing to extend the existing Development Agreements for 10 more years to retain the vested Development Standards of the CC and MC Zoning Districts on applicable properties. The new proposed expiration date coincides with the date of expiration of approved transportation concurrency. The Applicant would like to retain vesting of these Development Standards as the land use approvals pertaining to each of the subject properties, identified as Parkside Retail, 136th Avenue Place, and Stone Mill East, were designed and approved under the Development Standards described by the Development Agreement. In order to retain the value of approved land use approvals, the Applicant would like to guarantee that the Development Standards continue to apply. There is no budget impact. Action Requested: On Monday, April 16, 2012, adopt a resolution approving the Development Agreement Extension to retain the Development Standards of the CC and MC Zoning Districts on applicable properties for ten additional years so that the development standard expiration date coincides with the date of expiration of approved transportation concurrency. (Alisa Pyszka, Business Development Manager, 487-8617; Linda Marousek, Assistant City Attorney, 487-8513)
City Council Regular Meeting Agenda April 16, 2012 Page 5 of 5
COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. Differential response briefing, Vancouver Police Chief Cliff Cook
ADJOURNMENT
