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2019, 04-02 Regular MeetingAttendance: Councilmembers MINUTES SPOKANE VALLEY COUNCIL MEETING STUDY SESSION Spokane Valley City Hall Council Chambers Spokane Valley, Washington April 2, 2019 Staff Rod Higgins, Mayor Pam Haley, Deputy Mayor Brandi Peetz, Councilmember Linda Thompson, Councilmember Sam Wood, Councilmember Arne Woodard, Councilmember ABSENT: Ben Wick, Councilmember Mark Calhoun, City Manager John Hohman, Deputy City Manager Erik Lamb, Deputy City Attorney Mike Stone, Parks & Rec. Director Bill Helbig, City Engineer Adam Jackson, Planning/Grants Engineer Mark Werner, Police Chief Mike Basinger, Economic Dev. Manager Jenny Nickerson, Building Official Christine Bainbridge, City Clerk Mayor Higgins called the meeting to order at 6:00 p.m. ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present except Councilmember Wick. It was moved by Councilmember Thompson, seconded and unanimously agreed to excuse Councilmember Wickfrom tonight's meeting. APPROVAL OF AGENDA: It was moved by Deputy Mayor Haley, seconded, and unanimously agreed to approve the agenda. ACTION ITEMS: 1. Motion Consideration: Bid Award, Mission Avenue Sidewalk — Bill Helbig It was moved by Deputy Mayor Haley and seconded to award the Mission Avenue Sidewalk & Preservation Project—University to Union, CIP 0267 to Inland Asphalt Company in the amount of $1,194,194 and authorize the City Manager to finalize and execute the construction contract. After City Engineer Helbig explained the project and the bid, Mayor Higgins invited public comment. No comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 2. Motion Consideration: Interlocal Agreement, Model Irrigation, University Road Preservation Project — Bill Helbig It was moved by Deputy Mayor Haley and seconded to authorize the City Manager to finalize and execute the Interlocal Agreement between Model Irrigation District No. 18 and the City for the University Road Pavement Preservation. After City Engineer Helbig explained the project and the purpose of the Interlocal Agreement, Mayor Higgins invited public comment. No comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 3. Motion Consideration: Bid Award, University Road Preservation Project — Bill Helbig It was moved by Deputy Mayor Haley and seconded to award the University Road Preservation Project Number 0287 to N.A. Degerstrom, Inc., for the Base and Alternate Bids in the amount of $3,121,354.50 plus applicable sales tax, and authorize the City Manager to finale and execute the construction contract. After City Engineer Helbig explained the project and the bid, Mayor Higgins invited public comment. No comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. Council Study Session: 04-02-2019 Page 1 of 3 Approved by Council: 04-23-2019 NON -ACTION ITEMS: 4. Pavement Preservation — Adam Jackson, Bill Helbig, John Hohman; Linda Pierce with NCE Deputy City Manager Hohman introduced staff members, and Dr. Piece with NCE Consulting Engineers; as noted in the Request for Council Action, he mentioned that this issue has been an ongoing topic for several years. In going through the PowerPoint, Mr. Jackson stated that in order to fund the need, we first must understand what we have and what that need is; he briefly went over the background of pavement management and its cost-effectiveness; he mentioned the Pavement Condition Index (CPI) and said our goal is to stay between 60-70, which is in the `good' range; he said the study objective is to evaluate the pavement management process on streets as good, fair, or poor, to recommend enhancements, and to budget according to the desired level of service. Mr. Hohman noted that budgets fluctuate over the years due to many variables; we don't have to be precise, but we know we have a need and a need to identify revenue sources to meet the need. Dr. Piece explained a little about her background with about four years' experience now with Nichols Engineers, and prior to that, about twenty years with WSDOT as their pavement engineer. Discussion continued including mention of the non -user friendly pavement management software and other study findings; backlog, and that there will always be some backlog since no one can address all pavements at the same time, but that it usually includes all roads with a PCI of less than 40; they discussed when backlog moves into reconstruction; and types of treatment including alternative treatments. Dr. Pierce explained that ground glass should not be put in asphalt as it doesn't stick to glass, but we could use glass in things like drainage; concerning the use of rubber and rubber modifiers that some suggest putting in roads; she explained that asphalt rubber has properties beneficial to pavement as it helps fatigue cracking, but rubber costs more; plus there are no asphalt producers in Washington willing to produce that asphalt. Mr. Helbig mentioned that they are also looking into different software programs. Mr. Hohman said that this information is not complete; and the next steps include getting out into the community; said the Chamber of Commerce will be hosting at least one meeting on this; and we will work with Dr. Pierce to have other meetings out in the public including at elementary schools, and CenterPlace; and once we get feedback from the community we will return to Council for future discussions. 5. Proposed Street Vacation, 2019-0001, NE Industrial Area — Mike Basinger As noted on his Request for Council Action, Mr. Basinger explained about the proposed City -initiated street vacation of unimproved rights-of-way of portions of Tschirley Road, Long Road, Rich Avenue and Greenacres Road in the Northeast Industrial Area between Flora Road and Barker Road. There was Council consensus to place both of the proposed resolutions on a future Council consent agenda for approval consideration. 6. Electrical Inspections — Jenny Nickerson Building Official Nickerson explained that as Council has requested, staff researched service options related to permits and inspections for electrical work in Spokane Valley; she listed the 27 Washington cities that run their own electrical permitting program, and said that the City of Spokane is the only eastern Washington permitting jurisdiction which processes electrical permits and conducts inspections and plan reviews related to electrical permits. After Ms. Nickerson explained the current process involving the Labor & Industries (L&I) inspections and issuance of electrical permits, she went over several service options as listed in the PowerPoint, such as retaining the existing L&I process, bringing the process in-house, or to explore options to contract either through the City of Spokane or through private electrical contractors. Ms. Nickerson stated that have been significant updates to the policy implemented by L&I over the past two years, and L&I and our city are forming a positive working relationship; adding that the City has not received any complaints regarding the current L&I process. Building Official Nickerson also explained the implementation cost if we brought this process in-house, including increased general fund recurring expenditures of approximately $554,000, with a net impact to the general fund of an annual recurring loss of $104,000. Ms. Nickerson also went over some of the aspects to consider if we were to contract with the City of Spokane, including that it would be unlikely for our projects to receive preferential treatment, and Council Study Session: 04-02-2019 Page 2 of 3 Approved by Council: 04-23-2019 delays could occur during times of heavy City of Spokane workload. Concerning hiring a private contractor, Ms. Nickerson said our city would still need to add qualified staff for plan review and administrative permit functions, with an anticipated hiring of a minimum of two additional full-time employees; and she said it is the recommendation of staff to work closely with the L&I supervisors and local inspectors to improve coordination and customer service, but that if Council desires, service options could be further researched. After brief Council discussion, including the mention of not receiving any complaints within the last two years, it was determined not to take any further action at this time; but to keep options open should the need or issue arise again in the future. 7. Advance Agenda — Mayor Higgins There were no suggested changes to the Advance Agenda. 8. Council Check in — Mayor Higgins There were no City business related items reported. 9. City Manager Comments — Mark Calhoun Mr. Calhoun mentioned that developments are taking place regarding the proposed federal legislative agenda with the plan to have a first draft at the April 16 meeting, adding that a member from our Federal Lobbyist Cardinal Infrastructure, will be in attendance; he said the plan is to present the agenda for adoption either April 23 or 30; he mentioned the upcoming trip to Washington, D.C. May 7 through 9 and that a representative from Cardinal will also be setting up meetings with federal legislators and staff. Mr. Calhoun said that he and Mr. Hohman will be travelling to Washington, D.C. along with any members of Council who want to participate; he said the 2019 budget includes funding for two different Council trips with three members of Council attending, and said we want to start booking flights, meetings, etc. Mayor Higgins said that he and Deputy Mayor Haley will be attending, and going by seniority, the third member of Council to attend will be Councilmember Woodard. To confirm, Mr. Calhoun asked if Council is interested in having a presence in D.C. to talk to about a variety of capital projects, and Councilmembers concurred. Mr. Calhoun also reported that the contract for the $9 million TIGER grant has been executed and we are involved in the preliminary designs to determine some of the specifics of that project; and there will be two public meetings concerning that project held in mid-April. It was moved by Deputy Mayor Haley, seconded and unanimously agreed to adjourn. The meeting adjourned at 7:38 p.m. ATTEST: Christine Bainbridge, City Clerk Council Study Session: 04-02-2019 Approved by Council: 04-23-2019 1 Page 3 of 3