2017-07-11 City Council - Full Agenda-193210. PUBLIC SAFETY AND PERSONNEL COMMITTEE (POLICE TRAINING ROOM)
1. Custodial Services Interlocal Agreement with Town of Woodway (10 min.)
Edmonds City Council Agenda
July 11, 2017
Page 2
5.1
City Council Agenda Item
Meeting Date: 07/11/2017
Approval of Council Special Meeting Minutes of June 27, 2017
Staff Lead: Scott Passey
Department: City Clerk's Office
Preparer: Scott Passey
Background/History
N/A
Staff Recommendation
Review and approve the draft meeting minutes on the Consent Agenda.
Narrative
N/A
Attachments:
06-27-2017 Draft Council Special Meeting Minutes
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5.2
City Council Agenda Item
Meeting Date: 07/11/2017
Approval of Council Meeting Minutes of June 27, 2017
Staff Lead: Scott Passey
Department: City Clerk's Office
Preparer: Scott Passey
Background/History
N/A
Staff Recommendation
Review and approve the draft meeting minutes on the Consent Agenda.
Narrative
N/A
Attachments:
06-27-2017 Draft Council Meeting Minutes
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5.3
City Council Agenda Item
Meeting Date: 07/11/2017
Approval of claim, payroll and benefit checks, direct deposit and wire payments.
Staff Lead: Scott James
Department: Administrative Services
Preparer: Nori Jacobson
Background/History
Approval of claim check #226202 dated June 23, 2017 for $16,205.37, claim checks #226203 through
#226307 dated June 29, 2017 for $1,854,476.13 and claim checks #226308 through #226375 dated July
6, 2017 for $110,527.84. Approval of wire payment of $21,133.80 dated June 22, 2017.
Approval of payroll direct deposit and checks #62744 through #62752 for $530,927.64, check #62762 for
$61.58, benefit checks #62753 through #62761 and wire payments of $495,384.15 for the pay period
June 16, 2017 through June 30, 2017.
Staff Recommendation
Approval of claim, payroll and benefit checks, direct deposit and wire payments.
Fiscal Impact
Claim checks and wire payment $2,002,343.14
Payroll Employee checks and direct deposit $530,989.22
Payroll Benefit checks and wire payments $495,384.15
Total Payroll $1,026,373.37
Narrative
In accordance with the State statutes, City payments must be approved by the City Council. Ordinance
#2896 delegates this approval to the Council President who reviews and recommends either approval or
non -approval of expenditures.
Attachments:
claim ck 06-23-17
claim cks 06-29-17
claim cks 07-06-17
wire 06-22-17
FrequentlyUsedProjNumbers 06-29-17
payroll summary 07-05-17
payroll summary 07-05-17a
payroll benefit 07-05-17
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5.4
City Council Agenda Item
Meeting Date: 07/11/2017
Confirm Appointment of Cemetery Board Candidate Kelly Sawyer
Staff Lead: {Type Name of Staff Lead}
Department: Mayor's Office
Preparer: Carolyn LaFave
Background/History
Due to a retirement, position #6 of the Cemetery Board became open. One application was received for
this position after 2 rounds of recruitment.
Staff Recommendation
Please confirm Kelly Sawyer's appointment to the Cemetery Board
Narrative
Candidate Kelly Sawyer was interviewed by Mayor Earling and put forth for appointment to the
Cemetery Board. Kelly's skill set, her desire for the continued success of the Cemetery, and her wish to
become involved in the community make her an ideal candidate for this Board.
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5.5
City Council Agenda Item
Meeting Date: 07/11/2017
Report of final construction costs for the Citywide CIPP Sewer Rehabilitation Project -- Hwy 99 Pipe
Rehabilitation Phase
Staff Lead: Rob English
Department: Engineering
Preparer: Megan Luttrell
Background/History
On February 16, 2016, Council awarded the contract for the Citywide CIPP Sewer Rehabilitation --
Project Hwy 99 Pipe Rehabilitation Phase to Shoreline Construction in the amount of $108,740.
On June 27, 2017, staff presented this item to the Parks, Planning and Public Works Committee and it
was forwarded to the July 11th consent agenda for approval.
Staff Recommendation
Accept project.
Narrative
During the course of the project, one change order amounting to a net change of $5,692 was written
against the contract. This change order allowed the rechanneling of a manhole to better direct flow,
adjusted contract line item total to reflect actual quantities utilized in the project, and provided an
additional sales tax payment to bring the total tax paid to 10.3% from 9.8%, as required effective April 1,
2017.
Construction was completed on time and 5.2% over original contract. Final contract price was
$114,432.
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5.6
City Council Agenda Item
Meeting Date: 07/11/2017
Authorization for Mayor to sign a Supplemental Agreement with David Evans & Associates for the 76th
Ave & 212th St. Intersection Improvements Project
Staff Lead: Rob English
Department: Engineering
Preparer: Megan Luttrell
Background/History
On November 29, 2016, Council authorized the Mayor to sign Supplemental Agreement #8 with David
Evans & Associates for the 76th Ave. W @ 212th St. SW Intersection Improvement project.
On June 27, 2017, staff presented this item to the Parks, Planning and Public Works Committee and it
was forwarded to the July 11th consent agenda for approval.
Staff Recommendation
Authorize Mayor to sign the Supplemental Agreement.
Narrative
Construction on the 76th Ave and 212th St Intersection Project began in April and is scheduled to be
completed by the end of the year. Since the start of the construction phase, David Evans & Associates
has been involved in responding to Request for Information (RFI's) from the contractor, providing plan
clarifications, and reviewing Contractor material submittals. The City has asked the consultant to
perform additional work that was not anticipated at the beginning of construction. The additional work
includes: (1) performing calculations to determine survey elevations for vaults to be installed with the
joint utility trench; (2) providing a revised plan/profile for the new watermain on 76th Ave; and (3)
providing revised plans for the joint utility trench to reduce the trench width and associated costs.
The supplemental agreement will provide an additional budget of $40,000 for construction support
services, plus $10,000 in management reserve. The completion date is also being extended from
December 31, 2017 to June 30, 2018, to allow enough time to work with the consultant to close-out the
project. The additional fee will be paid by the grants and utility funding budgeted for this project.
Attachments:
David Evans & Associates Supplement
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5.7
City Council Agenda Item
Meeting Date: 07/11/2017
April Monthly Financial Report
Staff Lead: Dave Turley
Department: Administrative Services
Preparer: Sarah Mager
Background/History
<Type or insert Info here>
Staff Recommendation
No action needed; informational only.
Narrative
April Monthly Financial Report
Attachments:
April Monthly Budgetary Financial Report
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6.1
City Council Agenda Item
Meeting Date: 07/11/2017
Proposed Noise Ordinance (15 min.)
Staff Lead: Phil Williams
Department: Engineering
Preparer: Rob English
Background/History
On June 13, 2017, staff presented this item to the Parks, Planning and Public Works Committee and it
was forwarded for further discussion at the June 20th Council meeting.
On June 20, 2017, Council directed staff to update the code language regarding the proposed noise
exemption for City construction to clarify that the granting of such exemptions employ a process similar
to the "balanced factor" approach utilized in the Code section governing variances.
On June 27, 2017, staff presented revised information to the Public Works, Parks and Planning
Committee.
Staff Recommendation
Approve the proposed changes and direct staff to place an ordinance on the consent agenda to revise
Chapter 5.30 of the Edmonds City Code.
Narrative
Attached are proposed code changes to Chapter 5.30, "Noise Abatement and Control" related to
exemptions for sounds created by City construction projects. The new provisions in section
5.30.100, "Exemptions", has been further amended to specify that City construction work will
be subject to an exemption process similar to that used in the variance process.
Staff have also drafted a Public Works Policy detailing the criteria and method for the granting
of a noise exemption, and have also produced a sample Exemption Application as guidance on
what a successful application would look like.
The Public Works policy makes clear that all memoranda resulting in a successful administrative
exemption to the noise ordinance will be forwarded to City Council members.
Attachments:
Draft Version noise code revisions
Redlined Version of noise code revisions
Example Exemption Application
Public Works Night Work Policy
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8.1
City Council Agenda Item
Meeting Date: 07/11/2017
Presentation of 2017 Comprehensive Water System Plan (10 minutes)
Staff Lead: Rob English
Department: Engineering
Preparer: Megan Luttrell
Background/History
The Water Comprehensive Plan was last updated in 2010.
Staff Recommendation
A public hearing is scheduled for the July 18, 2017 City Council meeting.
Narrative
The water system plan is an update to the City of Edmonds' (City's) December 2010 Water
Comprehensive Plan, which received Washington State Department of Health (DOH) approval in
February 2011. The City is required to update and submit a water system plan to DOH for review and
approval every ten years in accordance with current drinking water regulations. Prior to January 2017,
the plan update and approval period was six years.
The purpose of this updated plan is to meet the State's regulatory requirements and to provide the City
with a useful working document to guide the planning, scheduling, and budgeting of water system
improvements. This updated plan will also be used by City staff to help maintain the water system to
ensure both existing and future customers are provided with a safe and reliable supply of drinking water
and fire protection. The planning period for this water system plan is 20 years.
Water System Overview
The City's municipal water system started in 1928 and has grown over the years as the City expanded
and annexed more areas. The City's water system provides service to approximately 80 percent of the
population within the City limits of roughly 10,177 metered water service connections. The other 20
percent of the City's population receive water service from the Olympic View Water & Sewer District,
which is located within the southwest portion of the City limits.
All water supplied to City customers is currently purchased from Alderwood Water and Wastewater
District (AWWD) and is conveyed through a single metered connection near the northeast corner of the
water system. The City also has the capability to serve a portion of its system with water purchased from
Seattle Public Utilities (SPU), but currently maintains this source of supply and the single metered
connection on standby. Water purchased from AWWD originates from the City of Everett Sultan River
source. Water supplied by SPU originates from SPUs Tolt River source.
The City's water system has seven pressure zones with two supply stations, 17 pressure reducing valve
(PRV) stations, two pressure relief stations, one pump station, more than 139 miles of water main, and
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11 emergency interties with adjacent water systems. Water storage is provided by four reservoirs that
have a combined capacity of 7.5 million gallons (MG).
Water System Analysis and Planned Improvements
The existing water system was analyzed to determine its ability to meet current water system
regulations and the City's own policies and design criteria. Several analyses were performed to evaluate
all components of the water system under both existing and future water demand conditions. The
results of the analyses were used to identify and size improvements for the water system. Staff will use
this ranking in the future years to identify which improvements will be made each year to provide the
City with the flexibility to coordinate water main projects with street or other utility projects that may
be planned for the same area. There may also be times when the priority ranking for a replacement
may change due to subsequent main breaks, increased demands due to developments happening earlier
than anticipated or other circumstances that require replacement sooner than planned.
Financing for Planned Water System Improvements
The need for improvements to the water system is almost entirely due to aging infrastructure that has
reached the end of its useful service life, is undersized and unable to meet current requirements, or has
some other existing system deficiency. The improvements identified in this plan have been sized to meet
both current needs and future growth within the system. Improvements identified for the next six years
(2017-2022) are estimated to cost approximately $18.9 million, which results in an average expenditure
of approximately $3.15 million per year (in 2016 dollars).
A financing plan has been developed for funding the planned improvements and ongoing operations and
maintenance, while paying down debt. The financing plan is based on the City's preference to fund
capital improvements from cash reserves without incurring new debt. The improvements will be funded
through a combination of cash reserves from system reinvestment, rate revenues, and new water
service connection general facility charges. Ongoing water rate adjustments are necessary to provide
sufficient revenue to support water system operations, maintenance and replacements. The financing
plan is based on the City's recently adopted water rate adjustments for 2017 through 2019 and
projected adjustments for future years.
Attachments:
2017 Comprehensive Water System Plan
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8.2
City Council Agenda Item
Meeting Date: 07/11/2017
Presentation of the City of Edmonds' Water Use Efficiency Program for 2017 (10 min.)
Staff Lead: Phil Williams
Department: Public Works & Utilities
Preparer: Royce Napolitino
Background/History
The City of Edmonds has been an active participant in the Everett Water Utilities Water Conservation
Program since the late 1990's. In addition, other programs specific to Edmonds include : leak detection
surveys; annual waterline replacement program; bills showing water consumption history; school -based
education; and public outreach.
Staff Recommendation
Adopt the 2017 Water Use Efficiency Program and forward to the State of Washington for approval.
Narrative
The City of Edmonds Water Use Efficiency Program topics includes the following: Current Water
Conservation Program - an update of the current program including program changes; Water Use
Efficiency Goal Establishment - Efficiency & Conservation programs in which Edmonds participates; and
the Water Supply Summary - Our Water Source and Annual Water Consumption.
Attachments:
2017 Water Use Efficiency Program 6-29
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8.3
City Council Agenda Item
Meeting Date: 07/11/2017
Presentation of utility easements and temporary construction easements at 7521 212th St. SW and 7525
212th St. SW for the 76th Ave. W @ 212th St. SW Intersection Improvements project (10 minutes)
Staff Lead: Rob English
Department: Engineering
Preparer: Katie MacCaul
Background/History
Staff Recommendation
Forward the item to the consent agenda for approval at the July 18th City Council meeting.
Narrative
As part of the 76th Ave. W @ 212th St. SW Intersection Improvements project, the overhead utilities will
be converted to underground within approximately 250' of each approach.
On the northeast corner of the intersection, the City has reached an agreement with the property owner
at 7521 212th St. SW and 7525 212th St. SW (same owner) for utility easements and temporary
construction easements. The utility easements will provide the City with 197 square feet of easement at
7525 212th St. SW and 100 square feet at 7521 212th St. SW for the installation of the Joint Utility Trench
(JUT). The JUT will hold PUD, Wave, Comcast, Frontier, and WSDOT / City underground utility lines.
Based on the design plans, the JUT was going to be placed under the sidewalk in City right of way.
However, an existing underground Frontier duct bank (not located during design phase) is located in the
same alignment of the proposed JUT. The alignment of the JUT has been revised and will now be in the
referenced utility easement area. In addition, 100 square feet of temporary construction easement is
needed at 7521 212th St. SW and 281 square feet at 7525 212th St. SW to provide enough construction
area to build the JUT.
The total compensation provided to the property owner for the easements is $10,500 ($8,682.50 for
utility easements and $1,714.50 for temporary construction easements). This cost will be funded by
revenue from transportation impact fees.
Attachments:
Utility Easement 7521 212th
Utility Easement 7525 212th
Temporary Construction Easement 7521 212th
Temporary Construction Easement 7525 212th
Real Property Voucher
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8.4
City Council Agenda Item
Meeting Date: 07/11/2017
Discussion regarding "newspaper" boxes in public ROW (15 min.)
Staff Lead: Phil Williams
Department: Public Works & Utilities
Preparer: Phil Williams
Background/History
NA
Staff Recommendation
Provide feedback to staff (Public Works, Development Services, Legal) regarding whether or not Council
wishes to address this issue more formally
Narrative
The issues related to newspaper boxes located in the City ROW arise periodically in most jurisdictions.
These structures are generally small (approx. 4' X 2' X 2') plastic or metal boxes designed to distribute
literature of various types, including newspapers, specialty publications, real estate pamphlets, and
other commercial circulars; some may have a mechanism to collect money and many others are free.
These boxes are placed in the City ROW anywhere there is high pedestrian traffic and usually in
locations where other boxes are already located. They are generally not attached to anything including
the adjacent boxes. They are of all different shapes and colors. These shapes and colors are usually
designed to be distinctive so that if a reader wants a certain publication they can spot the one they are
looking for at a distance.
The following issues are frequently raised concerning these boxes:
1) They can and do tip over and spill their contents, creating litter
2) They are frequently not maintained regularly, not cleaned regularly, and often out of their publication
for long periods of time
3) They take up space on the sidewalk and can interfere with pedestrian traffic, especially if parking is
available on the curb.
4) They can block sight lines for automobile traffic
5) They are usually brightly colored with odd shapes and do not fit in with any urban design themes, i.e.
they are not attractive to look at in most people's opinion
The courts have ruled consistently on behalf of free speech when municipalities have tried to regulate
certain aspects of the distribution of reading material using these boxes. It is clear that we have no way
to regulate the content of these publications unless there is something already illegal about it, i.e. it is
pornographic or it is advertising of illegal services, etc. and even these are not a sure thing. Their
location can not be regulated unless there is an objective safety issue (some possibilities are listed
above). You may be able exclude them from a particular location if a nearby location is available and
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8.4
better answers the problems listed above.
Staff wishes to discuss this issue with City Council and determine if working on this issue is a priority. We
do get complaints about newspaper boxes frequently, either form citizens who don't like the look of
them or from nearby businesses who believe they detract from the appeal of their storefronts.
Pictures will be shared at the meeting.
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9.1
City Council Agenda Item
Meeting Date: 07/11/2017
Second Quarter 2017 Budget Amendment (20 min.)
Staff Lead: Scott James
Department: Administrative Services
Preparer: Debra Sharp
Background/History
Amend the 2017 Budget Ordinance No. 4063
Staff Recommendation
Staff recommends that Council forward the Second Quarter 2017 Budget Amendment to Consent for
Approval of Ordinance No. XXXX amending the 2017 Budget.
Narrative
There are a total of 14 budget amendments.
Nine of the budget amendments are new items for Council to consider. Four of the budget
amendments have offsetting revenue and do not effect the ending fund balance. One of the
amendments moves budget appropriation from non -departmental to the Parks and Recreation budget
for a retirement payment and does not effect ending fund balance. Four of the budget amendments
reduce ending fund balance. The General Fund balance is reduced by two of the amendments for a total
of $2,030, which include $1,030 for annual software maintenance for the Government Access Channel
Programming and an additional $1,000 for the Diversity Commission Coordinator.
Five of the amendments have been before Council previously. Three of the amendments are new
budget appropriations. They include the temporary administrative assistant for the engineering
department, the bandshell, and the Veterans Plaza. Two are corrections to the budget appropriation for
the Lodging Tax Fund and the bond debt service allocation.
Attachments:
2017 Second Quarter Budget Amendment Ordinance
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9.2
City Council Agenda Item
Meeting Date: 07/11/2017
May Monthly Financial Report (15 min.)
Staff Lead: Dave Turley
Department: Administrative Services
Preparer: Sarah Mager
Background/History
<Type or insert Info here>
Staff Recommendation
No action needed; informational only.
Narrative
May Monthly Financial Report
Attachments:
May Monthly Budgetary Financial Report
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10.1
City Council Agenda Item
Meeting Date: 07/11/2017
Custodial Services Interlocal Agreement with Town of Woodway (10 min.)
Staff Lead: Thom Sullivan
Department: Public Works & Utilities
Preparer: Royce Napolitino
Background/History
The City of Edmonds, Facilities Division is proposing to provide custodial services to the Town of
Woodway at their City Hall. This is a new issue.
Staff Recommendation
It is the recommendation of the staff that this Interlocal Agreement be approved and the Mayor
authorized to sign it on behalf of the City.
Narrative
The purpose of this agreement is to provide for certain custodial services to the Town of Woodway. This
Agreement does not create a separate entity for the provision of services. Rather, it is the intent of the
parties that Edmonds shall provide Woodway with twice monthly custodial/cleaning services for the
facility known as Woodway Town Hall. The services will be provided by City of Edmonds custodial staff.
All Edmonds staff will maintain: necessary background checks; drivers abstracts; criminal justice
information training and certification required by the Department of Homeland Security and the Federal
Bureau of Investigation; appropriate medical vaccinations; current CPR/First Aid card; professional
knowledge regarding best practices and industry standards for custodial work and green cleaning
products; compliance with required Safety Data Sheet labeling and/or documentation; compliance with
exposure safety protocols; and knowledge of any site specific hazards that may be known.
City of Edmonds Custodial staff is proposing a twice monthly 3 hour shift to clean the City of Woodway's
City Hall. Woodway has agreed to pay $100 per hour to the City of Edmonds equaling approximately
$600 a month. Our custodians on average make 23.75 an hour plus benefits and 2% premium(Public
safety 8 hour shift) which on average is $11.16 plus the 8 hours at 2% premium approximately .50 cents
an hour. We will also supply cleaning chemicals only at a monthly cost of $20 dollars. Edmonds should
be in the black $360+ per month on average, with this profit being used to supplement deeper dive
clean projects at City of Edmonds buildings at overtime rates.
Expenses
Hourly
Month Totals
Hourly Avg. Rate
$23.75
142.50
Three Hours Benefits
$11.16
66.96
Eight Hours at 2%
$ .50
8.00
Supplies
$3.33
19.98
Woodway's Contribution
$100 x 1 hour/ 6 hours a month
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$38.74 237.44 $600.00
Attachments:
Woodway Custodial Services ILA
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