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PPW030822PARKS & PUBLIC WORKS COMMITTEE MEETING March 8, 2022 Elected Officials Participating Virtually Staff Participating Virtually Councilmember Neil Tibbott (Chair) Rob English, Acting Public Works Director Councilmember Kristiana Johnson Angie Feser, Parks, Rec., Cultural Arts & Human Serv. Dir. Councilmembers in Audience Pamela Randolph, WWTP Manager Council President Vivian Olson Frances Chapin, Arts & Culture Program Mgr. Shannon Burley, Deputy Parks, Rec., Cultural Arts & Human Serv. Dir. Jeff Taraday, City Attorney Scott Passey, City Clerk Thom Sullivan, Facilities Manaqer CALL TO ORDER The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:30 p.m. by Councilmember Tibbott. Discussion regarding Parks & Public Works CIP/CFP Projects was added to the agenda as Item 2.12 2. COMMITTEE BUSINESS 1. Market, Edmonds SpringFest and Edmonds Arts Festival Event Contracts Ms. Burley relayed the council approves larger special event contracts. These three events have been held in previous years and unlike 2021, will be held on their regular weekends in 2022. These events are free and open to the public and are required to abide by any of the governor's COVID mandates and/or health department requirements. The agreements have been reviewed by all departments and WCIA and authorized by the city attorney. Ms. Burley relayed Dave Teitzel is the new volunteer director of operations for the market and participated in developing the agreement. One significant change this year, the market will no longer do a smaller garden market and a larger summer market; there are sufficient vendors to use the larger layout the entire time which results in a slight decrease in staff setup time. There are no substantial changes to the Edmonds SpringFest or the Edmonds Arts Festival Event contracts. Ms. Burley will address a question raised by Council President Olson regarding indemnity prior to placing the contracts on the Consent Agenda. Action: Schedule the three contracts on the Consent Agenda 2. Public Safety Complex Public Art Project Ms. Chapin explained the Floretum Garden Club approached the Parks Department and Edmonds Arts Commission (EAC) last year with a proposal to donate an artwork commemorating their 100 year anniversary. According to City policy, anything with a value over of $5,000 requires council approval. The Arts Commission reviewed the proposal and recommended approval. The next stage in the process is to hold public hearing at city council after which the council can approve the donation. A memorandum of understanding was signed between Parks and the Floretum Garden Club; after considering sites downtown, the southeast corner of the public safety complex at the corner of Bell & 61" Avenue North was selected where there are benches and an area planted with low mondo grass. The Floretum Garden Club went through a call for artist in accordance with the EAC policy, selected an artist, and the artist developed a proposal for three mosaic forms at ground level (rendering in the packet). The artwork will have a maximum height of 36" and is constructed of durable materials that are easily maintained. 03/08/22 PPW Committee Minutes, Page 2 Questions and discussion followed regarding the height of the artwork, the location in the mondo grass, appreciation to the Floretum Garden Club for the donation and congratulation on 100 years in Edmonds, support for the location, how the location was selected, the review process, and plans for the artist to make a presentation at the city council public hearing. Action: Public hearing at city council March 15tn 3. Civic Park Public Art Project Ms. Chapin explained the council heard from the artist, Clark Wiegman, when he was accepted as the recommended artist for the project and the conceptual design contract was approved. The EAC recommended the conceptual design (in the packet) move forward in the public art process to the artist presenting the concept at a public hearing. The council can then approve the design and authorize the mayor to sign the contract with the artist for final design specification, fabrication and installation. During this process, the artist has been in meetings with many different entities, two community meetings as well as meetings with other individuals involved with the park planning process. He also has ideas about continued engagement with the community in design and fabrication and is open and interested in having the community involved. The project is a sculpture suspended from the underside of the large shade structure in Civic Park on the west side of the restroom building and a graphic design on the wall of the restroom building, an area the landscape architect specified for public art. The design concept is "Cascadia" and the theme is a lifeboat and seawall. She referred to the artist's narrative of the concept in the packet. Questions and discussion followed regarding the shade shelter as a part of the park design and its ability to support the suspended sculpture, the graphic on the restroom building wall, the wall as a canvas for the graphic design, graphic printed on vinyl wrap mounted on the stucco wall surface, artist providing the City the digital file of the graphic allowing it to recreated if damaged, location of restrooms adjacent to shade structure, reasons for selecting this artist, disappointment that none of the athletic aspects of the site were shown in the art, concern the proposal is generic art that is not specific to site, the artist's research of the site, ability to embed images in the graphic, concern the canoe in not unique and has been seen in other locations, enthusiasm the community expressed about the proposed design, and whether there had been any comments from Native Americans. Action: Public hearing at city council March 15tn 4. SEEK Grant Contract - 2022 Summer Day Camp Ms. Feser relayed last year the State earmarked funds for outdoor summer education programs distributed through and administered by AWC and WRPA. Staff submitted a program proposal and were successful in obtaining a grant of over $86,000. The program will be in conjunction with the City restarting its summer day camp program; the PROS Plan outreach and experiences during COVID demonstrated the need for day camps and childcare to support families. This program will support lower income families by offering full scholarships. The grant funds will also assist with purchasing equipment and supplies that can continue to be used in the future. Day camps will be available for 10 weeks in the summer for children entering grades 2-6; a core day program plus before and after childcare. Questions and discussion followed regarding use of the $86,000 to help defray costs, source of other funding for the program, the need for outdoor recreation, how this compares to programs in previous years, the LEAP program during COVID school closures in 2020-2021, day camps operating from Frances Anderson Center with emphasis on outdoor programming, blending other programs such as the beach ranger program, these day camps separate from the summer beach day camp program, and a suggestion to have drop off points at the FAC and the community office on Highway 99. Action: Consent Agenda to authorize mayor sign agreement to accept grant funds. 03/08/22 PPW Committee Minutes, Page 3 5. State of Washington Dept of Commerce Grant Contract - Civic Park Ms. Feser explained a playground will be constructed on the east side of Civic Park adjacent to 71" Avenue. The Rotary Club of Edmonds has raised a substantial amount to elevate the playground from ADA to truly inclusive. The Rotary Club secured a $258,000 appropriation from the State of Washington Department of Commerce. However, as the Rotary did not own the property, Department of Commerce agreed to transfer grant management and administration from the Rotary to the City. This request is to authorize the mayor to sign the agreement to accept the grant funds. Questions and discussion followed regarding approval by the city attorney, use of the grant for the playground that has already been designed, recognizing the Rotary's efforts, the Rotary's commitment to helping children, and likelihood of plaques to recognize Mika, the Rotary and the State. Action: Consent Agenda to authorize mayor sign agreement to accept grant funds. 6. 2022 Parks, Recreation & Open Space (PROS) Plan Capital Program Ms. Feser invited the committee's suggestions about projects to be added, removed, or adjustments to the timeframe. The capital program is a requirement of the RCO submittal of the PROS Plan. She reviewed: Proposed project list with all projects, alphabetical by type, no priority with estimate in 2022 dollars and 3% increase for inflation in future years o Categories ■ Acquisition ■ Planning - Master Planning ■ Development - permits, construction ■ Renovation - repairs, replacement, upgrades Proposed Project List map identifying the location of projects, non -site specific projects 2022- 2027, TBD, and existing Edmonds parks Project List o Substantial projects ($$$) ■ Expenditure in the CIP - Pool replacement ($20m) - 4th Avenue Cultural Corridor ($8M) - Marsh Expansion Acquisition/Unocal ($8M) ■ Expenditure amount NOT in the CIP - Marsh Restoration Project ($10 - $20M??) o Other Notes ■ Marsh Restoration Project transferred to Parks ■ Marina Beach Park project still in CIP with $1 M grant removed Considerations for Revisions to List (Limitations) o Revenue Sources ■ Restricted funds - Real Estate Excise Tax (REET I & II) - Park Impact Fees (PIF) - Tree Fund (land acquisition) - Grants - Donations ■ Unrestricted funds - General Fund - Bonds o Staff Resources ■ Project Management - Director, Parks Maintenance Manager, Parks Planner (July 2022) 2022 Council Approved CIP Projects o In Progress 0 Civic Park 03/08/22 PPW Committee Minutes, Page 4 ■ Citywide Renovations o In 2022 CIP ■ Playground Upgrade ■ Yost Pool Project ■ Acquisitions o Carryover Projects ■ Greenhouse replacement ■ City Park pedestrian pathway ■ Johnson Property Demo/Security* (not approved, but is priority) • Proposed Project List/Revenue o Without Big Ticket Item ($MM?) ■ Marsh Restoration o No unsecured grants Beginning Fund Balance $ 4,554,645 $ 2,180,756 $ 2,044,122 $ (4,404,028) $ (15,867,826) $ (18,439,331) Revenue $ 8,402,685 $ 2,269,793 $ 2,439,897 $ 2,261,381 $ 2,255,632 $ 2,229,461 Expenditures $ 10,776,574 $ 2,406,428 $ 8,888,047 $ 13,725,179 $ 4,827,137 $ 37,933,489 Ending Fund Balance $ 2,180,756 $ 2,044,122 $ (4,404,028) $ (15,367,826) $ (18,439,331) $ (54,143,359) • Planning Board Comments o Higher Prioritization ■ Acquisitions (2) ■ Johnson property planning ■ Marsh planning/development once acquisition is complete ■ Mathay Ballinger development/renovation o Lower Prioritization ■ 4th Avenue Cultural Corridor planning/development (2) o Marina Beach Park Renovation should remain on CIP with an estimated 2023 start (formal recommendation) Ms. Feser reviewed the proposed project lists by category and councilmembers provided input: • Acquisitions A 1 Edmonds Marsh Estuary Aoquisition $ S,R001000 5 8,741,816 $ $,741,816 A 2 N erghborhood park-5E1 South Edmonds target area acq-1 $ 1,500,000 $ 1,545,000 $ 1,545,000 A 3 Neighborhood park-SR99 SR 99 target a rea acquisition $ 2,500,000 $ 2,591,400 $ 1,591,400 A 4 Neighborhood park -SE2 South Edmondstargetaneaacq-2 $ 2,000,000 $ 2,185�U0 $ 2,185,soo A 5 I nteru roan Tral l Extensionlacqulsltlon $ 750,000 8G9.SUU $ 8613,500 $ 14,933,216 Councilmembers' input: ➢ Purchase house in southeast Edmonds that could be used similarly to Meadowdale Clubhouse ➢ Large park in Esperance, discuss cost for the to partner with Snohomish County on transfer. First step is talking with residents of Esperance. Park could partially address needs in that area. ➢ Lutheran Church near Uptown Market location with large area adjacent may be interested in allowing their excess property to be used as neighborhood park or playground via ILA. ➢ Mountlake Terrace parks on Lake Ballinger that border the Interurban Trail. Consider ILA on west side of park with an entrance that connects to the Interurban Trail. Partner with Mountlake Terrace on playground or something of interest to both communities. (Ms. Feser has meeting scheduled with Mountlake Terrace to discuss. Amenities Mountlake Terrace is interested in include a splash pad and dog park.) ➢ Esperance Park is wonderful foundational park, but no electricity or benches. Could be an amazing foundation to build on to make it a splendid park like Civic. Via ILA or annexation, would be a great park to add to Edmonds' system. ➢ Identify on park map locations where the City has ILAs. ➢ Future acquisition discussion for Snohomish County parks. o Planning 03/08/22 PPW Committee Minutes, Page 5 P L Parks & Facilities M & D Building Design $ 1,Op❑,ODO $ 1,125,Sil9 $ 1,L25,509 P 2 Neighborhood park - SE1 South Edmonds NH park master plan-1 $ 751000 $ 79,6W S 79.600 P 3 Waterfront Walkway Design co mpl etion $ 5001000 $ SOO,ODO $ 5001000 P 4 Edmonds Marsh Estuary Master Plan 5 250,WD $ 273,200 $ 273,200 P 5 Johnson Property Master Plan $ 751000 $ 82,000 $ 82,000 P 6 Neighhorheed park - SR99 SR 99 target area NH park master plan $ 75,000 $ 82,000 $ 821OD0 P 7 Neighborhood park -SE2 South Ed monds NH park master plan-2 $ 7S,OW $ 84,400 5 84,400 P 8 4th Avenue Cultural Corrldor Des lgn cc mol etlon $ 2,OOOAW $ 2125110W $ 21251,000 $ 4,477,709 Councilmembers' input: ➢ Original concept for Johnson property was community garden ➢ Research grant programs for uniquely central City projects like 41" Avenue Cultural Corridor ➢ Move 4tn Avenue Cultural Corridor up to 2024, concern with timing if design does not begin until 2026. o Development D 1 Ed mends M arsh Bum ry Restoration TBD $ - ❑ 2 Parks & Facilities M & 0 Building Construction $ 4,",000 $ 4,637,096 $ 4,637,096 ❑ 3 City Park Pedestrian safety walkway $ 1001000 5 50,001) $ 50,900 ❑ 4 Civic Center PlayFelds Renovation project corn R021 start} $ 9,871,600 $ 9,871,600 $ 91871,600 ❑ 5 Mathay Ballinger Park Pared loop pathway $ 50,000 $ 53,000 $ 53,00❑ ❑ 6 Mathay Ballinger Park Restrooms $ 350,000 $ 37L300 5 371,300 D 7 Mathay Ballinger Park Small Shelter w/ picnic tables $ 75,OW $ 791600 $ 79,600 ❑ 8 Cemetery Cnlumbarfu m Expansic n - Ph ase I $ 150,000 5 159,1W 5 159,100 ❑ 9 Marina Beach Park Master Plan Implementation $ 51900,000 $ 5,304j01) 5 - $ - $ 5,304,500 ❑ 10 Pine Street Park Small Shelter w/ picnic tables $ 75,OW $ 79,600 $ 79,600 D 11 Pine Street Park Paved connr. ti ng pathway 5 55,000 $ 58,300 $ 59,300 ❑ 12 Plne Street Park Canopy shade trees $ 251000 $ M500 $ 26,500 ❑ 13 Neighborhood park - SE South Edmonds NH park development-1 $ 750,OW $ 819,500 $ 819,500 D 14 Waterfront Walkway Construction $ 750,000 $ 750,000 5 750,000 ❑ 15 Helghbonccod park - SR99 SR 99 target area NH park development $ 7501000 $ 844,10 $ 844,100 ❑ 16 Elm Street Park Nature Playground $ 75,000 $ 84AW $ 84,400 D 17 Elm Street Park Small Shelter w/ picnic tables $ 75,000 $ 84,400 $ 84,40D ❑ 18 Helghborhood park - SE2 South Edmonds NH park development-2 $ 75000 $ 869,SW $ 869,500 D 19 4th Rven ue Cultural Corridor Construction $ 6,000,000 $ 6,955,600 $ 6,955,600 $ 31,098,096 Councilmembers' input: ➢ Portable restrooms at Mathay Ballinger instead of restrooms ➢ Support for permanent restrooms at Mathay Ballinger Park ➢ Support for benches and picnic tables at Mathay Ballinger • Renovations R 1 Greenhouses Replacement $ 100,000 $ IOO,WO $ 100,D00 R 2 Johnson Property Demolltlon and securing site $ 200,000 $ 200400 $ 2001000 R 3 Meadowdale playfields Renovations [City of Lynnwood ILA) $ SW0,000 $ 10000 $ 300,000 $ 500,OW R 4 Yost Park Trail bridge & boardwalk repairs/replace 5 80,000 $ BO,OW $ 80,000 R 5 Yost Park Pool repal r $ 175,OW $ IMM $ 1751000 R 6 Yost Park Playground replacement $ 2SO,Dw $ 257,SW $ 2,97,500 R 7 Olympic Beach Park RE tmom upgrade 5 50.000 5 53,000 5 53,000 R 8 Sierra Park Playground replacement $ 1751D00 $ 185,700 $ 185,700 R 9 Yost Park Resurface tennis courts 5 70,000 5 74,300 5 74,300 R 10 System -wide Slgnage&wayflnding $ 5010W $ 53,000 $ 51000 R 11 Yost Park Pool upgrades/renovation $ 500,D00 $ 546,400 $ 5d6,400 R 12 Maplewood Hill Park Playground replacement $ 125.000 5 141,900 5 144,900 R 13 System -wide Playground replacement / inclusive level $ 1751D00 $ 1971000 $ 202,900 $ 399,900 R 14 Elm Street Park Habitat restoration S 50,000 56,300 R 15 Yost Park Pool replacement $ 201OW,oW $ 23,B81,OW $ 23,88LOW R 16 Seaview Park Restrppm replacement $ 350,D00 $i 417,90D 5 417,900 R 17 System -wide Capital repairs' $ 100,000 $ 190100O 5 103,OW $ 1001000 $ 100,000 $ 100) W $ 1031900 $ 600,000 $ 27,724,900 Councilmembers' input: ➢ PROS Plan input regarding Yost Park pool replacement was outdoor, local pool • Next Steps - PROS Plan o Public Hearing: March 15 o Adoption Consideration: March 22 o PROS CIP: Capital budget process Questions and discussion included how the PROS Plan and CIP are related moving forward, RCO requirement to include Parks capital project list in the PROS Plan, and concern the CIP becomes outdated when included in PROS Plan. 03/08/22 PPW Committee Minutes, Page 6 I Action: Opportunity for committee feedback I 7. Presentation of a Professional Services Agreement with BHC Consultants for the Phase 10 Sewer Project Mr. English explained this is part of the annual replacement program for the Sewer Fund. Five engineering firms responded to an RFQ last fall; BHC Consultants was selected based on their qualifications and experience. Phases 10 and 11 identified 5,400 feet of pipeline in need of replacement; of this amount, these two projects will replace a total of approximately $3,000 to 4,000 linear feet following a vetting and preliminary design process. The total contract fee is $426,411 which includes a $94,000 management reserve; the amount used will depend on which sites are selected for replacement. The contract is funded by the Sewer Utility Fund. The contract will be amended in the fall to start design work on phase 11. Questions and discussion followed regarding design done one year and construction the following year, whether there was a threshold amount for the PPW Committee to put routine items on the Consent Agenda. Council President Olson said she was not aware of a threshold, but was comfortable with routine items under $500,000 being on the Consent Agenda, recognizing that councilmembers had the ability to remove an item from Consent. Action: Consent Agenda 8. Release of Public Sewer Easement at 21200 72nd Ave Mr. English explained this is related to a 127 unit, 5 story senior living facility with 2 levels parking. The existing building, which was previously served by sewer service from an easement across the parcel to the south, will be demolished which eliminates the need for the easement. He identified the sewer easement to be released on the partial survey plan. Mr. Taraday explained release of surplus utility easements does not arise often. In researching the process, he found a statute that addresses the release of utility easement in RCW 35.94 which requires a public hearing and resolution. Unless he determined otherwise, he recommended scheduling a public hearing. Questions and discussion followed regarding why the easement could be released, location of sewer service to the new building, effect of releasing the easement, and timing of the public hearing. Action: Schedule public hearing 9. Dedication of 15 feet for 203rd St SW Right of Way adjacent to 20323 81st Ave W Mr. English explained this is related to a proposed 2-lot subdivision. The Official Street Map was amended in August 2008 to reduce the planned line right-of-way on 203rd Street SW from 30 feet to 15 feet. Questions and discussion followed regarding dedication of 15 feet to the City as right-of-way, required frontage improvements on 203rd, and no compensation as the dedication is part of the development requirements. Action: Consent Agenda 10. 2021 Transportation Impact Fee Annual Report Mr. English explained these are impact fees collected related to development. The beginning fund balance in 2021 was $1,713,122, the City collected $292,730 in transportation impact fees and there were 2 expenses from the fund in 2021, 1) annual debt payment for 220th, and 2) $22,818 to provide a local match for the federal grant for design work on the 76th/220th intersection improvement project. The ending 2021 fund balance is $1,943,109. That balance will be used in upcoming years on projects that meet the transportation impact fee criteria (projects related to growth identified in the 2015 transportation plan) including 76th/220th, and stage 4 of the 220th/Highway 99 project. 03/08/22 PPW Committee Minutes, Page 7 It was the consensus of the committee to extend the meeting 25 minutes to 10 p.m. Mr. English responded to questions regarding the timeline for spending traffic impact fees and whether any of the fees collected were approaching that deadline. Action: Consent Agenda. 11. Ash Thickener Drive Rebuild Project Ms. Randolph reported a market survey conducted last year found some availability to market biochar in western Washington if the biochar was a little drier. Staff discovered a bent arm on mixer mechanism on the ash thickener equipment and the drive and gearbox need to be replaced. Those repairs require an outside vendor due to the location, weight and removal of an overhead walkway. The original estimate was $60,000, but the two quotes received were over $100,000 including tax. Rebuilt -It Services Group, who provided the lower quote, is very reliable and have done work at the WWTP in the past. They also can rebuild the existing equipment; replacing the equipment would require different equipment which would be more expensive and require design. Ms. Randolph responded to questions regarding cost sharing with WWTP partners, work this vendor has done at the WWTP in the past, and the market for biochar. Action: Consent Agenda. 12. Discussion regarding Parks & Public Works CIP/CFP Projects Councilmember Tibbott commented he and Councilmember L. Johnson were interested in having an update on upcoming Parks and Public Works projects. A good example of that review was Ms. Feser's description of Parks capital projects in the PROS Plan. Councilmember K. Johnson suggest maps were a good way to summarize information. Committee members requested a list of projects in 2022 and 2023 along with a map of the location. Councilmember Tibbott said he and Councilmember K. Johnson were also interested in discussing the approach to revising the CIP/CFP prior to the budget. Ms. Feser explained the format of the CIP/CFP was changed last year. Projects used to be listed by fund which was confusing for projects that were funded via different funds. Last year the format was changed so each project has a page with the description, graphic, and funds associated with the project, as well as a summary table. Councilmember K. Johnson agreed that format worked better. Councilmember Tibbott said he will review the 2021 CIP/CFP document. Mr. English explained there were separate documents for Parks and Public Works; within Public Works there are categories: utilities, transportation, facilities, and WWTP. In 2021, the CIP and CFP were combined into one document with a check box identifying CFP projects. Action: At the next PPW meeting, staff provide list of 2022 and 2023 projects along with maps. Further discussion of CIP/CFP at future PPW meetings. 3. ADJOURN The meeting was adjourned at 9:59 p.m.