PPW060821PARKS & PUBLIC WORKS COMMITTEE MEETING
June 8, 2021
Elected Officials Participating Virtually
Councilmember Laura Johnson
Councilmember Luke Distelhorst
CALL TO ORDER
Staff Participating Virtually
Phil Williams, Public Works Director
Rob English, City Engineer
Angie Feser, Parks, Rec. & Cultural Serv. Dir.
Shannon Burley, Deputy Parks & Recreation Dir.
Jeff Taraday, City Attorney
Scott Passey, City Clerk
The Edmonds City Council virtual online PPW Committee meeting was called to order at 4:00 p.m. by
Councilmember Distelhorst.
2. COMMITTEE BUSINESS
1. 4th of July Parade & Fireworks, Edmonds Spring Fest and Edmonds Arts Festival
Event Contracts
Ms. Burley explained special event contracts are for larger events; there is a process for smaller events
that does not require Council approval. These events were proposed when Governor Inslee announced
the likelihood that occupancy guidelines will be removed June 30'h although the possibility exists that
the capacity for events larger than 10,000 may not be lifted to 100%. These three events tend to be
below 10,000 so enhanced guidance could be required for all three events should they exceed 10,000.
All three promoters are required to adhere to the guidelines in effect at the time of the event.
411 of July
Beat the Brackett 5k was the only event originally contemplated to happen this year so it already went
through the City's special event process. The contracts for the two larger events, the parade and
fireworks, require Council approval. The parade will not include the Children's Parade, it will be on the
traditional path and will intersect Walkable Main at the fountain for one block. The contact includes
parameters to ensure pedestrian safety, vending locations, etc. The firework display will largely be the
same event as previous years. This event is coming together quickly and the Police Department has
required additional volunteers to support their traffic safety efforts and the Chamber has offered to
provide volunteers. She expressed appreciation to city staff for their work to get these events going
quickly.
Questions and discussion followed regarding appreciation for the work of staff and the Chamber, the
sense of normalcy these events provide, how the number of people will be monitored and what happens
if it exceeds 10,000, whether Governor Inslee will keep restrictions for 10,000 in place, whether the
entire parade route is considered one event, responsibility of the Chamber to control numbers, whether
the 10,000 limitation will be event or venue based, challenges facing the Chamber related to guidelines
yet to be released, and the Chamber's responsibility to adhere to guidelines.
Spring Fest
This event was traditionally held on Mother's Day at Civic Park. It was previously a special event permit,
but changed to a contract in 2020 due to the size of the event (Council approved the contract but event
06/08/21 PPW Committee Minutes, Page 2
was canceled to COVID). The one -day event was moved to Frances Anderson Center field due to
potential construction at Civic Park and a date in July has been selected. Only the field will be used with
food trucks on 8t" (emergency and local access to homes will be provided). The name has not yet been
finalized, possibly Summer Fest; the plan is to return to Mother's Day in future years. There is no power
at the event, no music, etc. This and the other events are free and open to the public.
Edmonds Arts Festival
This event was canceled last year. Changes this year include no fundraising gala on Wednesday so
there are no alcohol related requirements. Guidelines are being watched carefully due to indoor
components in the gym, classrooms and the Plaza Room. The plan is for full capacity and to scale back
as needed based on the updated occupancy guidelines. This event will follow the Taste on the same
field this year; it is typically held on Father's Day weekend and will return to that in the future. The event
is free and open to the public. Eighth Avenue will be closed for food trucks and ADA parking and
load/unload zones will be provided. As parking at Civic will not be available, organizers are working with
the school district to use the old Edmonds-Woodway High School site for parking.
Questions and discussion followed regarding logistical issues associated with indoor capacity, apprising
event organizers when new information becomes available, occupancy per square foot in the current
guidelines, assumption that occupancy guidelines will be lifted, whether the City maintains ability to
make decisions separate from state guidelines, typical planning timeline for events, possibility that the
state guidelines could be lifted before June 301", voluntary attendance at events, typical Council
approval of special event permits in February, plans to present contracts for the Taste of Edmonds,
Oktoberfest and the Classic Car Show at the July PPW meeting, and appreciation of staff working with
the entities to make these events happen.
Action: Consent Agenda
2. Johnson Property Right of Entry
Ms. Feser explained this is a Right of Entry Agreement for the City to access the Shirley Johnson
property which has been donated to the City but will not come into the City's possession before July
25t". The property is vacant and has been secured and the City Attorney is working through the estate
process. The Right of Entry is requested to do an assessment so when the property comes into the
City's ownership, staff can move forward with securing the site and deciding what to do with it. The
agreement does not obligate the City to anything. Acceptance of the property donation will likely come
to the Council in July. Committee members recognized the generosity of Ms. Johnson and her estate.
Action: Consent Agenda
3. Job Order Contracting — Proposal and Agreement
Mr. Williams reported staff has been working to put a program in place in Edmonds following Council
consensus to proceed. There is very little downside to Job Order Contracting (JOC), the City does not
have to use it and there are no minimum amounts. An RFP was issued with only one response from
Gordian who manages all the JOC contracts in Western Washington. The packet includes a proposed
services agreement with Gordian and their proposal. The limits are $500,000 for an individual project
and up to $3M per JOC. There can be three JOCs under Gordian. When the City has a project that is
suitable for a JOC, the City will present the scope to Gordian, Gordian works with the appropriate JOC
to develop a price, returns to the City, agrees on the scope and price and then they will deliver the
project. It is similar to an ESCO contract where Gordian is responsible to deliver the work for the quoted
price. Gordian owns and maintain the RSMeans construction database that includes material, labor and
equipment costs. Other municipalities that use JOC include Snohomish County, Everett, Port of Everett,
Bellevue, Shoreline and others. Staff will return to Council to inform how the program is working. The
$100,000 limit that requires Council approval remains in place.
06/08/21 PPW Committee Minutes, Page 3
Questions and discussion followed regarding items missing from packet (Exhibits A and B) that will be
provided when this is on the Council agenda, adding language regarding WMB and DBE to promote
equity and inclusion, a King County report that found most large projects go to White -owned businesses,
discussing the three JOCs with Gordian, encouraging Gordian to solicit proposals from WMB and DBE,
asking Gordian to provide example of other cities where they have solicited proposals from WMB and
DBE, and the $500,000 per project limit and the $3M per JOC contract limit.
Action: Consent agenda with the missing information and any information Gordian can provide
regarding WMB and DBE.
4. Small Wireless Right -of -Way Construction Permit Fee
Mr. Taraday explained this is an update to the resolution regarding review fees for site specific permits.
The amount of time it takes to evaluate site specific permit applications will depend on completeness of
application materials and the applicant's proposal. The City recently processed the first small wireless
permit application and determined the amount charged to review the application did not come close to
covering the costs of the staff time and attorney time actually incurred by the City which why the flat fee
plus hourly fee is proposed.
Mr. Taraday relayed Angela Tinker's suggestion to change the fee for a right-of-way permit from $330
to $500; the presumably reasonable fee according to the FCC is $500 and well over $500 was spent in
staff and attorney time to review the application. Once more is known about how long it takes to review
applications, the fee may be changed to a flat fee.
Questions and discussion followed regarding guidance from the FCC regarding the $500 fee, the
number of sites per application, not subsidizing the industry, and ensuring the City is adequately
compensated for the time it takes to review applications.
Action: Full Council
3. ADJOURN
The meeting was adjourned at 4:49 p.m.