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PPW061218PARKS & PUBLIC WORKS COMMITTEE MEETING June 12, 2018 Elected Officials Present Staff Present Councilmember Neil Tibbott (Chair) Phil Williams, Public Works Director Councilmember Kristiana Johnson Rob English, City Engineer Mayor Dave Earling (portion of meeting) The meeting was called to order at 7:25 p.m. in the Council Chambers. An Update on Transportation Projects was added as agenda item 7. 1. 238th St. SW No Parking Ordinance Mr. English identified the proposed no parking zones on the south side of 238th Street SW from 100th Avenue to 101St Place and from 102nd Avenue to 104th Avenue. He identified areas where parking will be allowed. He identified the Klahaya Pool on 238th where swim meets create additional parking needs, noting the no parking zones will allow the Police Department to provide enforcement. Mr. English responded to questions regarding parking for people attending swim meets at Klahaya, width of paved area where parking is allowed, installation of no -parking signs and input from neighbors. Action: Schedule on Consent Agenda 2. Presentation of Supplemental Agreement with Stantec Consulting Mr. English provided background since 2014 when the City hired Stantec to provide design for the 2015 Waterline Replacement project which included work within the Swedish Edmonds Hospital Campus. At that time Swedish was also planning a parking structure and hospital addition and requested the work be delayed until those were completed. It was also determined Swedish had only one source of water and the meter needed to be replaced. Mr. English reviewed the initial replacement alignment and an alternate alignment identified in 2016 which, 1) reduces the project risk, 2) reduces overall construction time by 2-3 weeks, and 3) $200,000- $250,00 cost savings. The supplemental agreement is the additional cost to complete the design work for the new alignment; the proposed fee is approximately $75,000 paid by the Waste Utility Replacement Fund. Construction is anticipated to begin in 2019. In addition to the new meter, the hospital will make improvements to their plumbing to allow a source connection near the meter so that an emergency supply of water could be connected if necessary. Discussion followed regarding Swedish's replacement of much of the waterline during their improvements, funding provided by the annual waterline replacement program, how the savings would be used, and backup water supply for the hospital. Action: Schedule on Consent Agenda 3. Presentation of a Utility Easement for a New Ground Water Monitoring Well at 16116 72nd Ave Mr. English explained the 2018 budget included stormwater funding to complete a geotechnical evaluation of the slope adjacent to the Lorain Woods neighborhood, the location of a slope failure in October 2017. Data collection requires two borings; the upper boring is on private property at 16116 06/12/18 PPW Committee Minutes, Page 2 72"d Ave W. The borings will also be used to monitor groundwater levels over time. The property owner gave permission for the City to install and monitor the well. Discussion followed regarding the easement running with the property and no compensation required for the easement. Action: Schedule on Consent Agenda 4. Presentation of a Supplemental Agreement with Murraysmith for the Five Corners Reservoir Recoating Project Mr. English provided background on previous professional services supplemental agreements with Murraysmith. The original scope assumed 20 submittals and Murraysmith has now reviewed 32. The additional budget proposed in the supplement agreement will provide funding for 15 additional submittals for a total of 45 and will be paid by the Water Utility Fund. The project is currently within budget. Discussion followed regarding responsibility for maintaining the site, oversight of the contractor, removal of trees and protection of existing trees, seismic upgrades, Councilmember Johnson referred to a cluster of trees that were removed and another cluster that were retained and required to be protected to the drip line. She requested the tree protection be inspected. Action: Schedule on Consent Agenda 5. Final Acceptance and Report on Final Construction Costs for the 2017 Sanitary Sewer Replacement Project Mr. English explained the project was awarded to Shoreline Construction in May 2017. The contract award amount was $924,171 with a management reserve of $92,417. The project replaced approximately 2,500 linear feet of 10 -inch to 18 -inch sewer main. Three change orders as well as a reconciliation change order brought the final cost to $958,796. The project is now complete. Mr. English responded to a question regarding the reconciliation change order. Action: Schedule on Consent Agenda 6. Supplemental Agreement with KBA for the 76th Ave and 2121th St Intersection Improvements Prosect Mr. English relayed plans for paving, striping and other miscellaneous work this summer to complete the intersection. KBA was hired to provide construction management support. This supplemental agreement in the amount of $24,025 will provide additional construction management services to support the City's project manager in preparing and securing the necessary documentation for the upcoming work and to closeout the project once the work is completed. Discussion followed regarding why paving was delayed until this summer, the boundaries of the new paving and the visual effect of undergrounding utilities. Action: Schedule on Consent Agenda 7. Updates Senior Accountant (Finance) & Senior Accountant (PW) Mr. Williams explained the 2018 budget included a Senior Accountant -Finance, a position that was intended to be shared with Finance and Public Works. Due to the difficulty finding suitable candidates with skills sets for both departments, it was agreed there needed to be two separate Senior Accountants, one for Finance and one Public Works. Public Works has a $40 million budget and needs its own finance person. The Senior Accountant -Finance was previously approved by Council; staff recommends 06/12/18 PPW Committee Minutes, Page 3 Council authorize an additional position. Discussion followed regarding the PW Senior Accountant's responsibilities such as grant management, current lack of capacity in Public Works for these tasks, who this person would report to, whether this position could do tasks that are currently outsourced to consultants, Finance Director's support for a PW Senior Accountant, amending the Senior Accountant - Finance job description to eliminate reference to Public Works, the Finance Department's need for a Senior Accountant, discussion of this position with the PSPP and Finance Committees, concern with adding a new position, and how the PW Senior Accountant will coordinate with Finance. Transportation Projects • Pine Street — Mr. Williams reported staff is planning a meeting with the neighbors (will inform Council of date/time), considering design solutions and meeting with the Police Department regarding enforcement. Discussion followed regarding this being a street engineering issue not a traffic calming issue, improving pedestrian safety, drivers using Pine Street as an arterial although it is a local street, new technology than can gather data where traffic is coming from and going to, residents' description of traffic patterns, who is using Pine Street as a cut -through to the ferry, concern with drivers not stopping at stop signs, concern with the lack of sidewalks, amount of right-of-way on Pine Street, and increasing traffic enforcement. • Bell Street & 7t" Parking — Mr. Williams explained the street is narrower with the construction of sidewalks, but it was constructed according to City code (24 feet curb to curb). Staff is meeting with the neighborhood on Monday. • Olympic View Drive — Mr. Williams acknowledged issues include the right-of-way, the terrain and the length. Discussion followed regarding replacing the deteriorated asphalt curbs, previous reduction in the speed limit, police enforcement and radar feedback signs that found limited problems with speeding, perception of speed when walking on the sidewalk, other projects on the long walkway list, developing a strategy for addressing high priority projects in the short and long walkway plans, cost to construct sidewalks, and an Admiral Way crosswalk. • In-house walkway construction crew — Mr. Williams commented the booming economy makes short-term hiring members of the concrete union nearly impossible. Discussion followed regarding difficulty having existing staff construct sidewalks due to existing responsibilities, and a recommendation for Public Works to include an in-house crew in their budget. Councilmember Johnson reported the Council retreat identified four top issues, one of which was pedestrian safety. Councilmember Tibbott explained of the numerous issues the Council identified, one of the top four was pedestrian safety which includes walkways, crosswalks, radar feedback signs. Meeting between Edmonds School District and Olympic View Water & Sewer District regarding Madrona K-8 construction project — Mr. Williams reported one meeting was held and both sides found there may not be as many differences as previously thought. Another meeting is scheduled this week. The deadline for the district regarding water service is Thursday, June 21. He described the City's role in approving the stormwater system and Olympic View's concerns with downstream water quality which will likely require longer term monitoring. Discussion followed regarding concern with drainage to the south and proximity of the school to the Deer Creek water source. Councilmember Tibbott requested the PPW Committee be informed of traffic calming requests submitted by residents. Discussion followed regarding interest in implementing radar feedback signs in all the locations that make sense, data provided by radar feedback signs, current practice of installing poles and rotating radar feedback signs, permanently mounted radar feedback signs on Olympic View Drive, and trailer -mounted versus pole -mounted radar feedback signs. Councilmember Tibbott asked how the monthly committee meetings were working for staff. Mr. English answered it was okay, there have been times when items have had to go directly to Council due to timing. 06/12/18 PPW Committee Minutes, Page 4 Action: Staff provide a strategy/options for completing high priority short walkways at next month's Finance Committee. The meeting was adjourned at 9:03 p.m.