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2024-03-12 Council PPW MinutesPARKS & PUBLIC WORKS COMMITTEE SPECIAL MEETING March 12, 2024 Elected Officials Present Staff Present Councilmember Susan Paine (Chair) Oscar Antillon, Public Works Director Councilmember Michelle Dotsch Rob English, City Engineer Council President Olson (ex-officio) Shannon Burley, Deputy Parks, Rec. & Human Serv. Dir. Councilmember Jenna Nand Jeanie McConnell, Engineering Program Mgr. Bertrand Hauss, Transportation Engineer Nicholas Falk, Deputy Clerk CALL TO ORDER The Edmonds City Council PPW Committee special meeting was called to order virtually and in the City Council Conference Room, 121 — 51h Avenue North, Edmonds, at 1:30 pm by Councilmember Paine. 2. RECEIVED FOR FILING 1. Public Works Update 4th Quarter 2023 3. COMMITTEE BUSINESS 1. Summer Market, Edmonds SpringFest, Edmonds Arts Festival, 4th of July and Taste Edmonds Special Event Agreements Ms. Burley explained because these large special events impact street right-of-way and/or residents in the area, the contracts require council authorization. Each contract has been reviewed by the city attorney as well as staff from each department. Summer Market - Saturdays, May 4 - October 19 (excluding August 10, Taste of Edmonds weekend) Expanding slightly with 3-4 additional booths on Bell Street which will allow the City to have a booth one Saturday/month to gather public feedback. Contract is nearly identical to previous years. SpringFest — May 11 Held annually the Saturday before Mother's Day. Organizers were given the option of Frances Anderson Center (FAC) and Civic Park and they chose to stay at FAC. Event is free and open to the public and no alcohol is served. West side of 8th Avenue will be closed between Main and Dayton for food trucks, east side remains open to provide local access. Edmonds Arts Festival — June 14 - 16 Held annually on Father's Day weekend. Utilizes the entire FAC, Plaza Room and Plaza. Rental fee is higher than other events due to utilization of space. Free and open to the public with minimal alcohol (Rotary runs a small beer/wine garden). Has become a significant economic and tourist event. 4th of July Parade and 5/1 K — July 4 Chamber puts on this event. Includes a 5K and 1 K run in cooperation with the Town of Woodway, parade and children's parade. Taste Edmonds — August 9 - 11 Moving back to Civic Park (temporary relocated to FAC while Civic under construction). Civic Park was designed to hold large festivals; amount of available potable water and festival power in the park is significant. Event will utilize nearly the entire park. Chamber working on planning related to traffic flow in the park, what's allowed where, etc. Do not plan to close any streets, Parking on 6th & 7th will be 03/12/24 PPW Committee Minutes, Page 2 restricted for ADA and artist parking. Parks will service the permanent restroom throughout the event and there will also be temporary restrooms. Ms. Burley relayed staff's recommendation for approval of the contracts on the consent agenda which will authorize the mayor to sign the agreements. Questions and discussion followed regarding master planning that envisioned significant festivals at Civic, uncertainty in March 2023 if Civic would be completed in time for Taste, RCO approval to have temporary events at Civic that charge admission, topics covered in the event agreement, admission fee determined by promoter, the Chamber's funding of police for Taste, and the mayor's decision whether the Chamber pays for police related to the 4th of July parade. Committee recommendation: Consent Agenda 2. Design Update on the Highway 99 Revitalization Projects - Stage 3 and Stage 4 Mr. Hauss introduced Scott Sawyer, SCJ Alliance, and reviewed: • Scope of Improvements o Previous Projects • Stage 1 - Corridor Planning • Stage 2 - Center Medians - HAWK signal - Gateway signs on both ends ■ Current Projects - Stage 3: 244th to -238th - Stage 4: 224th to -220th ■ Scope of work - Sidewalks - added buffer - Separated bike lanes - Landscape buffers - Stormwater treatment 03/12/24 PPW Committee Minutes, Page 3 - Street / pedestrian light poles - Capacity Improvements at signalized intersections (238th and 220th) - SR-104 Interchange Active Transportation Safety Improvements - Art opportunities - Distinct districts - Possible conversion to underground utilities Notable Changes since start design phase o Items approved by Council at March 2023 Meeting ■ WSDOT Complete Streets Implementation - Added separated bike lanes along entire corridor ■ Improvements along 238th and 220th - Added bike lanes along 238' from Hwy 99 to 84th - Added active transportation path along 220th from Highway 99 to Interurban Trail / 70th Ave W (City of Mountlake Terrace) Mr. Sawyer reviewed: • Notable Environmental Stormwater Changes o Stormwater Treatment - Salmon and 6PPD-quinone ■ 2020: 6PPD-quinone identified as toxic to adult salmon, especially for coho - Dust from vehicle tires contains 6PPD-q - Stormwater runoff carries tire dust from roadways ■ 2022: USFW and NMFS requires formal consultation for the ESA (salmon), unless stormwater is 100% infiltrated - Previously, ESA for stormwater was usually informal and programmatic - Now, formal ESA consultations add -2 years to the timeline for NEPA ■ 2024: WSDOT is working with NMFS on new programmatic guidance - New programmatic agreements may help reduce schedule impacts - New stormwater manuals through Ecology potentially out in 2024 - Litigation likely between advocacy groups and US EPA Mr. Sawyer responded to questions regarding stormwater standards, treating stormwater using standards in the 2024 stormwater manual, what happens if new standards related to 6PPD-q are enacted before the City receives NEPA approval, and time and cost to implement new technology. Mr. Hauss reviewed: Highway 99 Corridor Districts o Gateway District ■ 244th to 228th o International District ■ 228th to 220th o Health District ■ 220th to 210th • Preliminary Schedule o Risks and Focus Areas Health ,u District aU=,zwL--•- _ Intemational District s y -Gateway District District 03/12/24 PPW Committee Minutes, Page 4 Endangered Species Act permitting - salmon 6ppdq Right of way acquisition Construction funding Milestones and Schedule Preliminary Design Final Design Environmental WE ARE HERE Right of Way Public Involvement Construction ® Preliminary Design Final Design Environmental Right of aW y Construction Public Involvement Right -of -Way o Facts and Figures ■ Existing width -100 feet ■ Proposed width -105 feet to 112 feet ■ Number of parcels - Stage 3: 18 parcels - Stage 4: 28 parcels o Preliminary Cost Estimate (planning level in 2022) ■ Stage 3: $2.4 million ■ Stage 4: $5.6 million 0 30% Design Level Preliminary Cost Estimate ■ Stage 3: $4.0 million ■ Stage 4: $9.0 million o Reasons for increase ■ Added width for Complete Streets (-1 foot to 9 feet) ■ Extended improvements along 238th and 220th ■ Added acquisition locations for art opportunities ■ Inflation and value appreciation Overhead Utilities o Aerial to underground conversion costs ■ Fully paid by certain utility companies (Comcast & Wave) ■ Paid by the City for other utility companies (PUD & Ziply) - With aerial to aerial cost credited to the City ■ In franchise negotiations with PUD, plan to increase contribution for aerial to underground conversion Overhead Utility Conversions o Preliminary Cost Summary ■ Stage 3 - Aerial to Aerial-$800,000 - Aerial to Underground (net City cost) $5.8 million ■ Stage 4 - Aerial to Aerial $1.8 million - Aerial to Underground (net City cost) $8.4 million Mr. English reviewed: • Stage 3 o Preliminary Cost Estimate $26.5 million ■ Design Phase $3.85 million ■ Right of Way Phase $4 million ■ Construction Phase $18.55 million 03/12/24 PPW Committee Minutes, e5 (includes utility undergrounding at $5.8M) o Funding • Design & right-of-way phases - Connecting Washington $5.2 million - Move Ahead *** $2.7 million • Construction Phase - Move Ahead *** $18.6 million ***pending request to move forward Move Ahead WA Funds Stage 4 o Preliminary Cost Estimate $35.7 million ■ Design $4.5 million ■ Right of Way $9.1 million • Construction $22.1 million (includes utility undergrounding at $8.4M) o Funding Sources (Design & ROW Phases) ■ Connecting Washington $1.6 million ■ Federal Grants $4.2 million ■ Move Ahead *** $1.3 million ■ Local Funds (local match) - Traffic Impact Fees $3 million - REET $1.3 million ***pending request to move forward Move Ahead WA Funds • Shortfall - ROW Phase $2.2 million - Construction Phase $22.1 million Next Steps o Decision to underground overhead utility lines o Pending legislative request to program Move Ahead WA funds earlier than 2031 ■ $4.3 million included in the supplemental budget for the 2025-2027 biennium and $18+ million in the 2027-2029 biennium, pending approval by the governor. o Amend SCJ Agreement to continue design work ■ New environmental / stormwater requirements ■ Design work for 238th St and 220th St extensions ■ Work on ILA with WSDOT regarding future Highway 99 overlay ■ Public outreach Questions and discussion followed regarding improvements on 84t" and 238t", utility undergrounding in Shoreline, funding sources for utility undergrounding, when the PUD franchise agreement update will be completed, support for removing 6PPD-quinone, timeline for spending RAISE grant funds, Complete Streets redesign, designing features between the BAT lane and sidewalk to prevent pedestrian collisions, considering an easement for art versus ROW acquisition, batching ROW acquisitions to council rather than individually, including businesses in public outreach, and providing council a map of ROW acquisitions. Committee recommendation: Presentation to full council March 19 3. Presentation of 2024 Update of Development Related Fees Ms. McConnell explained typically the City updates development related fees every three years. The engineering division recently recognized some fees do not cover the cost of staff time due to inflation, increased complexity, etc. and adjustments need be made to the fees. She reviewed the proposed fee increases. a) Increase hourly review and inspection fees for all reviewing departments/divisions based on CPI. General review and inspections fees will increase from $126/hour to $132/hour 03/12/24 PPW Committee Minutes, Page 6 b) Increase flat fees for engineering permits and reviews based on CPI c) Add Fill/Grade Permit type for large multi -family & commercial projects with hourly review fees d) Add Meter Drop -In Only Fee e) Clarify applicability of Development Project Peer Review (outside consultant) fees f) Add an in-house arborist review fee g) Update Subdivision review fees to include an hourly fee for technical staff review Questions and discussion followed regarding itemized billing for telecom, support for updating fees, time increments for billing fees, and ability to bill the cost of consultants. Committee recommendation: Consent Agenda 4. Presentation of Professional Services Agreement for Design Engineering Services with DEA for Phase 12 & 13 Sewerline Realacement and Rehabilitation Proiects Mr. English explained this is part of the annual replacement program. The City issued an RFP in November 2023 for a consultant to design Phases 12 and 13. Five engineering firms responded; via a selection process, David Evans & Associated was selected as the most qualified. This agreement is for the preliminary assessment and 30% design work on the entire 9,000 feet of replacement/rehabilitation work. The 9,000 feet will be divided approximately in half for Phases 12, built in 2025, and Phase 13, built in 2026. The $237,000 fee includes a management reserve of approximately $21,000. Once the 30% design is complete for Phase 12, staff will return to council to request a supplement to do final design for Phase 12 and 6-9 months later request a supplement for final design of Phase 13. This is funded by the sewer utility fund. Questions and discussion followed regarding replacement/rehabilitation projects citywide, CIPP sites versus new pipe, coordinating utility replacement with utility undergrounding, pipe diameter for CIPP, use of CIPP for stormwater pipes, and tree root intrusion. Committee recommendation: Consent Agenda 5. Amendment for On -Call Stormwater Review Services Mr. English recalled last year the council approved an on -call consultant for stormwater review services for private development permit applications to free up the stormwater engineer to work on the stormwater and surface water comprehensive plan update. This amendment is to provide on -call stormwater review until the stormwater position is filled following Jerry Shuster's retirement. The work done by the consultant is fully recoverable via fees. The amendment is $120,000 is based on estimated usage; actual amount will depend on permit activity. The stormwater engineer is a difficult position to fill as it requires specific qualifications and experience and recruiting in the civil engineer field is difficult in the region due to the amount of work. Questions and discussion followed regarding the consultant working on the comprehensive plan update. Committee recommendation: Consent Agenda 6. Planning Study for Edmonds Marsh and Estuary Restoration Mr. Antillon explained in partnership with a citizen volunteer group, the City applied for a National Fish and Wildlife Foundation grant to support the planning process for the eventual restoration of the Edmonds Marsh. The scope of the work includes completing a gap analysis of the existing data, listing restoration alternatives, potential impact of exposing contaminated soil to surface water, listing permits and approvals required for restoration, evaluating project land purchase and restoration funding options, 03/12/24 PPW Committee Minutes, Page 7 identifying a process that defines community goals for the marsh and producing a scoping document that lists the tasks required to complete the restoration plan. This is a multiyear process that will assist with applying for future grants if the City purchases the property. He proposed the marsh restoration and preservation fund, Fund 017, provide required matching funds. Questions and discussion followed regarding amount available in the marsh fund, expenditure from the marsh fund for the match, what the consultant can do awaiting DOE's final determination on cleanup, whether an RFQ will be done, work done by volunteers, who will do analysis, community input into the analysis, community members assisting with the grant, volunteer management, study timeline, site analysis includes the dog park, process for authorizing the grant, budget amendment for matching funds, and required approvals. Committee recommendation: Full council 7. Parks and Public Works Committee Meeting Proposed Time Change Councilmember Paine proposed changing the start time of the PPW committee from 7:30 p.m. to 1:30 p.m. to use staff and councilmember's time appropriately and so rescheduled meeting are not special meetings. Both she and Councilmember Dotsch are available 1:30-3:30 pm on committee meeting day and staff feedback on the time change has been favorable. Discussion followed regarding what happens if a meeting takes longer than 2 hours. Committee recommendation: Consent Agenda 3. ADJOURNMENT The meeting was adjourned at 3:12 pm.