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PPP010918PARKS, PLANNING AND PUBLIC WORKS COMMITTEE MEETING January 9, 2018 Elected Officials Present Councilmember Neil Tibbott (Chair) Councilmember Kristiana Johnson Staff Present Phil Williams, Public Works Director Rob English, City Engineer The meeting was called to order at 7:10 p.m. in the Jury Meeting Room. Selection of Chair was added as Item 7 and an Update on Pine Street Streetlights was added as Item 8. 7. Selection of Chair Councilmember Tibbott was selected as Chair. Councilmember Tibbott and Johnson agreed that in the future, consideration would be given to scheduling special meetings for lengthy agenda items. Mr. English will inform Mr. Williams, Hope and Hite of that potential. Action: See above Presentation of the Snohomish County Public Works Assistance Fund Loan Agreement for Dayton Street Pump Station Mr. English relayed the project is 90% designed and there were plans to build it this year, pending notification regarding a $500,000 FEMA grant which has been postponed due to hurricanes and wildfires. The funding in this agenda item is related to award of a $545,000 competitive Snohomish County loan for Public Works projects; 20 -year term at 1.5% interest rate. At some point a decision will need to be made whether to fund this project via the Stormwater Fund if the FEMA grant continues to be delayed. Discussion followed regarding the complex stormwater situation to be resolved via the pump, the Tribes' preference for natural solutions in tidal areas, runoff from SR104, and the total project cost. Action: Schedule for action at full Council 2. Presentation of a Public Access Easement on the Northeast Corner of 755 Bell Street Mr. English relayed this is a private development building permit application for a new single-family residence at 753 Bell Street with access provided from an existing alley right-of-way on 8th Avenue N. To avoid the cost of moving an existing power pole, the property owner developing 753 Bell Street (who also owns 755 Bell Street) will provide a public access easement across 755 Bell Street, shifting the alley connection on 8th Ave N slightly to the south onto private property. Discussion followed regarding the grade on Bell Street that limits access, inability to require construction of walkway on frontage of existing lot, and side setbacks. Councilmember Johnson requested staff verify the side setbacks. Action: Schedule on Consent Agenda 3. Presentation of Supplemental Agreement with Stantec Consulting Services, Inc. Mr. English relayed this consultant agreement has been in place during the past year while a staff member was on maternity leave and returned to work part time. The staff member extended her part- 01/09/18 PPP Committee Minutes, Page 2 time status until March, necessitating the extension of this contract. Discussion followed regarding services provided and funding for the contract. Action: Schedule on Consent Agenda 4. Presentation of an Amendment to the Interlocal Agreement with Lake Ballinger/McAleer Creek Watershed Forum Mr. English explained there has been an ILA in place between Mountlake Terrace, Lake Forest Park and Edmonds since 2008 and a number of projects have been completed. The current ILA expired December 31, 2017; the request is to extend it through December 31, 2020. The City's share of the costs associated with the ILA are, $1,600 for administrative support and $12,000 for a federal lobbyist. Discussion followed regarding the lobbyist and projects/funding he lobbies for, funding of projects by the Corp of Engineers, other entities involved in the Forum, future projects, Lake Ballinger projects in the CIP, and the use of rock salt to melt ice in parking lots and the impact that practice has on Lake Ballinger. Action: Schedule on Consent Agenda 5. Presentation of Supplemental Agreement with OTAK for the 238th St. SW (Edmonds Way to SR -99) Walkway Project Mr. English recalled the bids for this project were rejected last year when they exceeded the total funds available. Staff plans to rebid the by the end of January. The supplement agreement provides budget for support from OTAK during the bid phase and construction. The consultant fee for the supplement is $14,712; the total consulting contract is $713,000. Discussion followed regarding funding for the project, completing gaps in walkway on one side of street, installation of a crosswalk with rapid flashing beacon and island, and replacing ADA ramps. Councilmember Johnson requested staff investigate ways to vegetate/beautify the island on 238tH Action: Schedule on Consent Agenda 6. Authorize Mayor to Increase the Amount for Contract Change Order No. 2 for 76th Ave/212th St Intersection Improvement Project Mr. English recalled the change order previously presented to Council. Staff met with the contractor on December 21 and invoices were presented which increased costs to $109,530 over the previous estimate. Those cost still need to be verified. In addition, PUD submitted their invoice which is $28,355 over the budget they provided originally and Frontier has estimated a $34,037 increase over their original budget. The total increase requested is $171,922 for the sewer change order, PUD and Frontier. He reviewed: • Construction Budget Item Budget based on bid Current Budget Construction Contract $4,435,239 $4,435,239 PUD Undergrounding $178,500 $206,855 Frontier Undergrounding $136,148 $170,185 Construction M mt $709,639 $709,639 Management Reserve $443,524 Sewer Change order $534,530 Remaining Mgmt Reserve $18,524 Add M mt Reserve $300,000 Revised total $5,903,050 $6,374,972 0 Construction Funding 01/09/18 PPP Committee Minutes, Page 3 Funding Amount Based on Bid Available Amount Federal Grant $2,676,185 $3,020,000 State TIB Grant $1,455,524 *$1,455,524 Street Fund (Impact fees $39,685 $280,000 Water Fund $712,904 $776,475 Stormwater Fund $0 $450,528 Sewer Fund $345,002 $718,685 Comcast & Wave $125,215 $125,215 Verdant Grant $580,000 $580,000 Total $5,934,515 $7,406,427 *TIB Grant Award - $2,245,318 Discussed followed regarding the increases, impetus for the project, and the improved visual appearance of intersection due to undergrounding. Action: Schedule for full Council 8. Update on Pine Street Streetlights Mr. Williams advised the streetlights have been installed and the City has received several positive emails. As planned, the streetlights are shielded. Action: Information only. The meeting was adjourned at 8:19 p.m.