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PPW081021PARKS & PUBLIC WORKS COMMITTEE MEETING August 10, 2021 Elected Officials Participating Virtually Councilmember Laura Johnson Councilmember Luke Distelhorst CALL TO ORDER Staff Participating Virtually Phil Williams, Public Works Director Angie Feser, Parks, Rec., Cultural Serv. & Human Serv. Dir. Dave Turley, Finance Director Rob English, City Engineer Bertrand Hauss, Transportation Engineer Thom Sullivan, Facilities Manager Jeff Taraday, City Attorney Scott Passey, City Clerk Dave Rohde, GIS Analyst The Edmonds City Council virtual online PPW Committee meeting was called to order at 7:31 p.m. by Councilmember Distelhorst. 2. COMMITTEE BUSINESS 1. Classic Car Show Event Agreement Ms. Feser explained this is an event agreement between the Chamber and City for the Classic Car Show on Sunday, September 12, located primarily on 4th and 5th between Walnut and Bell. Walkable Main will have ended the prior weekend, so there is no conflict. Historically restaurants have served food and beverages on the street; streateries are already in place. The application went through the City's internal review with no issues. The agreement requires compliance with all current COVID guidelines the day of the event. Questions and discussion followed regarding the safety of this outdoor event, including language in the future agreements regarding leaking oil and other fluids, doing a street inspection before and after the event, and requiring any cleanup be the Chamber's responsibility. Action: Consent Agenda 2. Highway 99 Gateway Signs Mr. Hauss reviewed: Process o Project timeline ■ Background & Site analysis — May — early April 2021 ■ Gateway Visioning — Summer 2021 ■ Concept Alternatives — Autumn 2021 ■ Construction Documentation — Winter 2021 ■ Construction — 2022 o Map of wayfinding signs and gateway signs o Goals ■ Recognize this stretch of Highway 99 as Edmonds 08/10/21 PPW Committee Minutes, Page 2 ■ Welcome visitors to the Highway 99 corridor but also to the whole of Edmonds ■ Celebrate the corridor's unique character ■ The overall design should be coherent with other Edmonds signs o Questions posed at Community Workshop #1 ■ What is the unique character of the corridor as it is today and how do you envision it in the future? ■ What are elements of Edmonds as a whole that you would like these signs to celebrate? ■ What should the sign say? - Welcome to Edmonds - Welcome to Uptown Edmonds - Welcome to Edmonds - Other? Project Location o Map of Edmonds Highway 99 Gateway Corridor with locations of north and south gateway signs Analysis - South o Location: Within WSDOT limited access in front of Campbell Nelson o Sign types ■ A: Vertical ■ B: Horizonal ■ Examples of vertical and horizontal configurations Analysis - North o Location: Back of sidewalk In front of magic Toyota and smaller sign in median o Sign types ■ A: Vertical in median - Good visibility from both northbound and southbound - Tall median sign with architectural, art, or landscape element ■ B: Horizonal in median ■ A: Vertical at back of sidewalk - Crowded due to proximity to other signs - Visually competes with Toyota sign ■ B: Horizonal at back of sidewalk - Crowded due to proximity to other signs - Existing hillside limits the possible sign area - Visually competes with Toyota sign, harder to see o Online survey open until Sunday, August 15 at midnight o Members of project team will be at the August 19th Uptown Market encouraging people to take the survey Considerations o South: Vertical - Visually distinctive and unique - Ample space for landscape planting and other architectural features o North: Vertical with complementing element on dealer property - Visually distinctive and unique - Ample space for landscape planting and other architectural features - Can be viewed by northbound and southbound traffic Other considerations: o Legibility analysis ■ Letter height ■ Legibility view distance o What should letter style be? o Inspiration sign examples ■ Modern: sustainable, future & vision ■ Contemporary: sculptural art, culture, light, color 08/10/21 PPW Committee Minutes, Page 3 • Next steps: o Evaluate survey responses o Discuss with task force o Present recommendation and survey results to Council August 241n o Design in October/November. Questions and discussion followed regarding the 22" curb protecting the north sign in the median, support for outreach at Uptown Market, discussions with the property owner regarding the north sign, Magic Toyota representative on the task force, concern with two signs on the north and a preference for signage to recognize the International District, and landscaping/artwork to highlight districts. Action: Presentation to Council August 241n 3. Cable Franchise Renewals for Comcast and Ziply Mr. Taraday introduced Mike Bradley, who serves the City through Lighthouse on the subjects of cable franchising and federal telecommunications law. Mr. Bradley explained his practice represents cities across the country on cable franchising matters. There are two cable franchises in Edmonds, Ziply and Comcast, and both are in the renewal window, at least three years from expiration or have expired. This is the first formal step in the franchise renewal process detailed in federal law, to direct staff via resolution to start the renewal process with both companies. Assuming the Council moves forward, staff will poll departments regarding priorities and Councilmembers regarding any issues. Discussion followed regarding the Federal Cable Act that anticipates the franchise renewal process will begin three years before expiration of a cable franchise, and the expiration of the Comcast cable franchise. Councilmember Distelhorst offered to forward Mr. Bradley questions submitted by a Councilmember. Action: Next available Consent Agenda 4. City of Edmonds Facility Condition Assessment Update by McKinstry Mr. Williams introduced Facilities Manager Thom Sullivan, and Andrew Williamson, Project Manager, McKinstry. Mr. Williams reviewed: • Introduction and History of Facilities Investments o City Buildings ■ Boys & Girls Club ■ Meadowdale Club House ■ Cemetery Building ■ Old Public Works ■ City Hall ■ Parks Maintenance Building ■ Civic Center Grandstand* ■ Public Safety ■ Fishing Pier ■ Public Works O&M ■ Fire Station #16 ■ Senior Center* ■ Fire Station #17 ■ Wade James Theater ■ Fire Station #20 ■ Yost Pool House ■ Frances Anderson Center ■ Waterfront Center (South County Senior Serv.)** ■ Historic Log Cabin ■ Edmonds Center for Arts (EPFD) ■ Historic Museum -280,000 square feet total *demolished since 2018 FCA **City not responsible for maintenance but building of interest to City • History of Facilities Capital Renewal Investments o Only two major City building are less than 30 years old (average is 52 yo) 08/10/21 PPW Committee Minutes, Page 4 o Historic investment ■ 2021 - $710,000 ■ 2020 - $1,500,000 ■ 2019 - $700,000 ■ 2018 - $250,000 ■ 2017 - $300,000 ■ 2016 - $100,000 ■ 2015 - $100,000 ■ 2014 to early 1990s - only $56k was budgeted each year o This early pattern set the stage for significantly increasing the total of deferred capital maintenance funding needed Current and 5-year Facility condition Index lower number = better condition) Building FCI Score 5-year FCI Score Boys & Girls Club 0.08 0.16 Cemetery Building 0.04 0.16 City Hall 0.15 0.21 Fishing Pier 0.13 0.23 Frances Anderson Center 0.15 0.20 Fire Station #16 0.04 0.13 Fire Station #17 0.11 0.29 Fire Station #20 0.04 0.20 Historic Log Cabin 0.12 0.27 Historic Museum 0.04 0.16 Library and Plaza Room 0.15 0.34 Meadowdale Club House 0.06 0.10 Old Public Works 0.07 0.11 Parks Maintenance Building 0.16 0.25 Public Safety Building 0.06 0.18 Public Works O&M 0.23 0.30 Wade James Theater 0.08 0.19 Yost Pool House 0.10 0.22 o Bottomline: As buildings age their FCA score goes down slower with adequate preventive maintenance and timely sub -system replacements, otherwise it goes down faster. Mr. Sullivan reviewed definitions: • Maintenance o Preventative Maintenance - Routine maintenance items to preserve expected asset life or prevent system failure/downtime. (floor care, air and water filter changes, equipment lubrication, routine inspection, and manufacturer prescribed maintenance to maintain warranty, etc.) o Operational Maintenance - Daily maintenance to maintain business operational needs (routine cleaning and sanitizing, ADA access readiness, roof cleaning and leak repair, security and lock maintenance, building controls programing and light duty repair of Plumbing Mechanical and Electrical systems, and life safety systems). • Capital Investment o Deferred Capital Maintenance - Maintenance and repair to building systems that are at or past industry expected life. These maintenance items are typically larger in scope and often require vendor support. Mechanical equipment replacement, Electrical panel replacement, plumbing fixture or equipment replacement (water heaters, pumps, life safety system repairs, etc. o Capital Renewal/Replacement - Replacement of larger building systems that have failed, are requiring frequent vendor support or no longer meet the business needs of the City. 08/10/21 PPW Committee Minutes, Page 5 Elevator modernizations, Roof replacements, exterior envelope waterproofing and painting, complete system replacements or upgrades (i.e. replacing as a package; electrical panels, wiring, receptacles and lighting), complete fire alarm systems including panels, alarm devices, strobe lights and monitoring network). Re -plumbing of an entire building's water/sewer infrastructure, including piping. bathroom and kitchen fixtures, sprinklers, etc. Mr. Williamson reviewed: Graph of 16 year facilities capital needs o Costs required for preventive maintenance average close to $800k/year (2018 dollars) o First few years are higher due to under-funded/deferred maintenance and capital renewal ■ Year 1 $2.9M ■ Year 2 $2.OM ■ Year 3 $2.1 M ■ Year 4 $0.8M ■ Year 5 $0.8M ■ Year 6 $1.2M ■ Year 7 $0.7M ■ Year 8 $0.8M ■ Year 9 $0.6M ■ Year 10 $0.6M ■ Year 11 $0.5M ■ Year 12 $1.1 M ■ Year 13 $0.4M ■ Year 14 $0.1 M ■ Year 15 $0.4M ■ Year 16 $1.8M Necessary Investments from FCA o Chip away at additional deferred maintenance year over year until $4.5M backlog is complete. o $800k annual investment (2018 dollars) still needed to maintain facilities infrastructure independent of deferred capital maintenance. o If borrow for capital maintenance, still need $800k annual investment Findings Summary o Key takeaways from 2018 ■ Facility budgets should be $800k instead of $300k - done but with inflation this is approximately $1 M today ■ Deferred maintenance from under -funding levels is now approximately $11 M* ■ Recommended IFMA facilities staffing levels for 250k-500k square feet is 9 FTE instead of 4 FTE (does not include custodial) *Now includes large system replacements, expansion in functionality, capacity, etc. These are unrelated to either preventive and routine maintenance or capital renewal Today's Needs o Operating Recommendations 1. Invest in update to Facilities Condition Assessment to prioritize needs - $15,000 2. Uptick funding levels for operating levels to $1 M (industry inflation averaged 7% YOY) 3. Right -size facilities staffing, or at least support transition of knowledge capital (2 retirements next year) ■ Staffing also feeling impact of COVID-19 ■ Ideally add: - 1 more building maintenance operator - 1 facilities maintenance worker - 1 more custodian Mr. Williams reviewed: 08/10/21 PPW Committee Minutes, Page 6 Capital and Deferred Maintenance Needs 1. Studies Needed o City Hall has major infrastructure needs ■ Goal: Evaluate options to determine best value approach — all identified needs total approx. $34M o Frances Anderson Center needs a new Heating System that should include a cooling module for programming needs and should be electric powered. ($3-5M project) Naturally cooled by passive ventilation now ■ Context: 100 year -old facility that's use has evolved, but many systems have not been updated. ■ Goal: Transition from fossil fuels to electricity and add air conditioning for programming needs 2. Electrification infrastructure required for City Fleet and Public EV's o Goal: 10-11 new EV charging stations for public and 8 City -owned fleet vehicles 3. Public Safety Building chiller plant replacement o Context: Systems 25 years old and were compromised from original installation conditions - $2.OM Projects in the Queue o Additional Facilities Projects Needing Attention 1. Public Works yard ($330k) 2022 DP 2. City Hall Electrical ($1.7M) 3. Anderson Center ($1.5M) ■ Windows and restroom T1 ■ 6 storm drains that come into a collector, backs up ■ Drinking fountains 4. Library building masonry needs restoration because of water infiltration ($2-3M) Funding Opportunities o Utility Rebates o CARES Act o American Rescue Plan o American Jobs Plan o State & Local Grants o Economic Development (GFCs) o Capital & Internal Funding o Financing The committee did not have an opportunity to ask questions due to time constraints. Action: Future presentation to full Council. 3. ADJOURN The meeting was adjourned at 8:31 p.m.