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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.