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PPP112817PARKS, PLANNING AND PUBLIC WORKS COMMITTEE MEETING November 28, 2017 Elected Officials Present Councilmember Neil Tibbott (Chair) Councilmember Kristiana Johnson Staff Present Phil Williams, Public Works Director Rob English, City Engineer Carrie Hite, Parks & Recreation Director Jeannie Dines, Recorder The meeting was called to order at 9:43 p.m. in the Jury Meeting Room. A discussion regarding the CFP/CIP was added to the agenda. Final Acceptance of Madrona Walkway Mr. English explained this project included installation of 600 feet of new sidewalk from SR104 to Madrona school, stormwater improvements and pavement overlay. There was one change order for $4,418. The project was completed under budget, coming in $25,491 (4.4%) below the original contract amount. Discussion followed regarding a walkway through the neighborhood that is in the Long Walkway Plan and sharrow pavement markings because there was insufficient pavement width for a bike lane. Action: Schedule on Consent Agenda 2. Agreement with Edmonds School District for Transfer of a Fleet of Bicycles Purchased using Funds from the Madrona School Safe Routes to Schools Grant Mr. English explained a portion of the grant was for education and enforcement. WSDOT administers the Safe Routes to Schools grant and the parties determined it was a good time to replace the fleet of bikes used in the school district's bike education program. The existing fleet of 7 -year old bikes are worn and in need of maintenance/upkeep; they will be donated to the non-profit Bike Works of Seattle to be reconditioned or parted out. The 35 new bikes will go into Cascade Bicycle Club's trailer to be used in the district's 6 -week PE program. Mr. English responded to questions about Cascade's bike program, purchase of the bikes using grant funds, and the cost of purchasing bikes (add to agenda memo narrative). Action: Schedule Consent Agenda 3. Contract Change Order for 761th Ave/21211—" St Intersection Improvement Project Mr. Williams explained this is a $4.43 million construction contract which previously had only one $50,000 change order. Recently Frontier duct banks were discovered on all four corners that were not previously located and required the grade of the proposed sewer line to be lowered. A significant portion of the change order will be paid by the Sewer Fund in addition to funds from the Water and Stormwater Funds. The original management reserve was $434,000; the cost to address the problem was approximately $743,000 and approximately $300,000 in addition management reserve is needed to cover the cost. And effort will be made to recover the cost from Frontier. 11/28/17 PPP Committee Minutes, Page 2 Mr. English and Mr. Williams responded to questions regarding the location of sewer main drop, estimated cost of a deeper sewer, congested utilities in the intersection, and the availability of fund from the Utility Funds to cover the additional amount. Action: Schedule for full Council as an action item. 4. CFP/CIP CFP/CIP Process Councilmember Tibbott relayed his and Councilmember Johnson's concern that the CFP/CIP comes to Council late in the budget process and whether it could be discussed earlier in the year. Discussion included the process for removing the aquatic center from the CFP, timing of CIP planning, scheduling a study session regarding the CIP which would include Council additions/changes in June/July prior to staff making revisions and beginning that process in the PPP Committee, the location of the proposed Admiral Way crossing, and whether the aquatic center is included in the calculation of park impact fee. Current CFP/CIP Councilmember Johnson wanted the short walkway projects completed in a timely fashion and suggested funding the top four priority short walkway projects in 2018. Funding options include the inhouse construction crew. Mr. Williams commented another option would be to package the projects and put it out to bid. The $100,000 in the budget for minor sidewalks projects could be used for a grant match. Discussed followed regarding whether it was best to construct the short walkway projects via an inhouse crew, and limits in State law regarding how much capital work the City can self -perform. Mr. English said the estimated cost in 2015 for short walkway projects S2 through S5 was $600,000. Councilmember Johnson suggested staff recommend the best way to accomplish her proposal. Councilmember Johnson referred to a petition with 175 signatures that submitted to the Planning Board regarding Maplewood Drive. That project is 22 out of 28 in the Long Walkway Plan and she did not see it getting done. She suggested exploring a local improvement district (LID) for that sidewalk. Discussion followed regarding sidewalks on Bowdoin that were constructed via an LID. Councilmember Johnson inquired about the 4th Avenue Arts Corridor, what utility improvements are necessary, when are they programmed and where they are in planning. As nothing would be done until utility improvements are made, she suggested the Council may need to make a policy decision regarding their priority. Mr. Williams agreed the street is in poor condition, but it does not make sense to pave until the utilities are replaced. Other utilities projects have priority due to flooding, etc. Moving that project up in priority would require Council policy direction that the 4th Avenue corridor is a priority. All utility projects are ranked in the Comprehensive Plans. Funding for the sidewalk, artwork and streetlights would come from the capital budget; utility replacement and paving would come from the utility budget. Discussion followed regarding the timing of design and construction of a potential project, and the location of parklets. If 4th Avenue Arts Corridor is a Council priority, staff discuss and develop a timeline in early 2018. Action: Discussion The meeting was adjourned at 10:42 p.m.