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PPW100819PARKS & PUBLIC WORKS COMMITTEE MEETING October 8, 2019 Elected Officials Present Staff Present Councilmember Kristiana Johnson (Chair) Phil Williams, Public Works Director Council President Adrienne Fraley-Monillas Shannon Burley, Deputy Parks Director Councilmember Teitzel (portion of mtg.) Jeannie Dines, Recorder Mayor Dave Earling (portion of mtg.) The meeting was called to order at 6:00 p.m. in Council Chambers. 1. ILA Verdant Health Commission — Outdoor Fitness Zones Amendment Ms. Burley explained the City was awarded funding for two outdoor fitness zones from Verdant in 2019. This is an amendment to the ILA that the Council approved in March 2019, extending the time allowed to construct the Mathay Ballinger Fitness area. Discussion followed regarding the stormwater work in Mathay Ballinger, timing of this project and the stormwater project, and parking during the stormwater project. Action: Schedule on Consent Agenda 2. Marsh Boardwalk Easement Ms. Burley explained in 2018 it was determined the City's easement for the boardwalk at the marsh was only for a portion of the boardwalk. Following that determination a survey was conducted, to define the boardwalk in its entirety with a 2 foot buffer; this easement represents the entire boardwalk. The easement, granted by the Port of Edmonds, authorizes the City to maintain, operate, repair and reconstruct the boardwalk at the Edmonds Marsh. Discussion followed regarding reference to the boardwalk in Windward's study, invasive species, and Parks' efforts to remove invasive species. Action: Schedule on Consent Agenda 3. Hyundai Pedestrian Easement Mr. Williams explained there are two easements in the wedge between 76t" and Hwy 99 south of 220t" one property owner and two car dealerships making improvements. The first application for the Mazda Showroom was submitted prior to the code change regarding frontage improvements in the General Commercial zone. The Lynnwood Mazda property will have 1.5 feet of sidewalk on private property to accommodate trees and tree grates and the necessary amount of clear zone behind the sidewalk. The application for the Hyundai Showroom was submitted after the code change which requires small public spaces along the frontage which results in a staggered easement that ranges from 2 to 6.5 feet on the Hyundai property. The easement will be provided at no cost to the City and Hyundai will construct the frontage improvements. Discussion followed regarding the "amenity space garden" on the Hyundai property (proposed by the developer as part of public space), public access to the amenity space, and who benefits from the amenity space. Staff will confer and respond to Councilmember Johnson regarding how public access to the amenity space garden meets the code requirement. Action: Staff provide additional information to Councilmember Johnson and she will decide whether to schedule on Consent Agenda or full Council 10/8/19 PPW Committee Minutes, Page 2 4. Lvnnwood Mazda Pedestrian Easement As described above, Mr. Williams explained the Lynnwood Mazda application was submitted before the code change. The project will install new street trees along both property frontages and widen the sidewalk which requires granting a 1.5 feet wide pedestrian easement to the City to accommodate the wider sidewalks. Discussion followed regarding the difference between the width of the easement for Mazda (1.5 feet) and Hyundai (2.5 to 6 feet). Action: Schedule on Consent Agenda 5. Presentation of a Professional Services Agreement with Tetra Tech for the Ballinger Regional Facility Mr. Williams explained the adopted 2019 budget included funding to initiate a feasibility study and pre - design steps for a proposed regional infiltration facility at Mathay-Ballinger Park. Lake Ballinger is plagued with numerous issues including urban flooding, algae blooms from poor water quality, invasive vegetation, and temperature stratification. The project seeks to improve water quality and temperature conditions in Lake Ballinger by treating and infiltrating a portion of the runoff from the basin, which includes the heavily urbanized Highway 99 corridor The predesign will determine the feasibility and if so, what modifications/approvals will be required from Ecology. The predesign was put out for proposals and Tetra Tech was selected. Tetra Tech will develop two separate alternatives to 30% design, present that to City Council for approval followed by design and construction. Discussion followed regarding issues that will be determined during predesign, the drainage basins to the west and east of Hwy 99, and preliminary cost estimates. The draft scope and fee is being refined by staff and the consultant and will be finalized before it is scheduled for Council. Action: Schedule for full Council if the PSA is over $50,000 and Consent Agenda if less than $50,000 6. Citywide Pedestrian Enhancements Project -Easements Mr. Williams explained this is an approximately $2M project and the City received a $1.5M grant. Improvements will be made at nine intersections, seven of which are pedestrian activated Rectangular Rapid Flashing Beacons (RRFB) and a HAWK signal. The packet includes a map of the crossings. Six of the easements (temporary construction and permanent easements) have been signed and are ready to be accepted. The total cost of the six easements is $30,000. One of the remaining projects will not require a permanent easement and two that require larger permanent easements will be presented at a future meeting. Discussion followed regarding how the value of the easements was determined, appraisals and other factors used in negotiating the value of the easement, location of the HAWK signal near Maplewood Presbyterian Church, reason for a HAWK signal versus an RRFB, the unsignalized intersection at Maplewood Drive & 19611 and past presentations regarding solutions at that intersection, and a suggestion to have staff reconsider a solution to the Maplewood Drive & 1961" intersection. November PPW agenda item: Staff update regarding Maplewood Drive & 196th intersection Action: Schedule on Consent Agenda 7. Investment Grade Audit for Citywide ESCO Project Mr. Williams relayed the preliminary 2020 budget includes an increased amount for capital facility renewal and a great deal of work will be required next year if that is approved. The facility condition assessment identified significant deferred maintenance, many of which provide an opportunity to save energy and the potential for an Energy Services Contracting (ESCO) project. McKinstry will conduct an 10/8/19 PPW Committee Minutes, energy audit on a subset of projects; the audit would identify projects with energy savings, package them into one ESCO project with a guaranteed maximum cost and guaranteed energy savings. The projects are also monitored to ensure the guaranteed energy savings are being realized. Mr. Williams recommended using 2019 capital renewal funds to commission the audit so an ESCO project could begin in 2020. The packet includes the proposed scope of work; the cost of the energy audit is $40,000 and the estimated project cost is $1 M. He pointed out the City pays the cost of the audit regardless of whether the City decides to pursue an ESCO project. Questions and discussion included why the investment grade audit was not done at the same time as the facility condition assessment, the importance of addressing deferred maintenance, past ESCO projects, deficiencies identified in the building condition assessment that do not result in energy savings, the audit identifying the most impressive energy saving projects, McKinstry developing a list of energy saving projects and alternatives for addressing deficiencies, cost of the facility condition assessment, ESCO project combining guaranteed costs and guaranteed savings, when projects would be implemented, possibly repurposing funds from the 511 Fund, funding the audit from 2019 capital renewal funds so projects can begin in 2020, how long it will take to catch up on $6.5M deferred maintenance, and the cost to address deferred maintenance versus ongoing maintenance. Action: Schedule for full Council 8. PUD Aerial and Ground Easement at SE Corner of Frances Anderson Field (NW Corner of Dayton & 8th) Mr. Williams explained staff is reviewing a proposal for a power pole relocation on the southeast corner of the Frances Anderson Center playfield due to an ADA intersection improvement being done as part of the Dayton Utility Replacement Project. PUD is proposing to locate the pole outside the right-of-way on the playfield parcel. An easement for the pole as well as an aerial easement will be required. Once the details are negotiated, he requested it be scheduled on the Consent Agenda. Action: Schedule on future Consent Agenda Update on Water issues at Civic Park Mr. Williams reported Parks and Public Works are working on a process to define that project, whether an upstream project would be feasible, the cost, etc. Ms. Burley explained a two part solution is being considered to address the water at Civic, 1) , raising the grade to deal with the high ground water table, and 2) a potential project at Yost Park which is in the same watershed to capture water that runs off the parking lot, inject it into a well to allow it to dissipate more slowly which would be helpful to the stream habitat as it would reduce flooding and provide a credit for upstream mitigation. A meeting is scheduled later this week to discuss the preliminary results of drilling. Mr. Williams offered to provide an update at the November PPW meeting. The meeting was adjourned at 6:57 p.m.