PPW071018PARKS & PUBLIC WORKS COMMITTEE MEETING
July 10, 2018
Elected Officials Present
Councilmember Neil Tibbott (Chair)
Councilmember Kristiana Johnson (by phone)
Mayor Dave Earling (portion of meeting)
Staff Present
Phil Williams, Public Works Director
Rob English, City Engineer
Carrie Hite, Parks & Recreation Director
Frances Chapin, Arts & Culture Program Mgr.
Jeannie Dines, Recorder
The meeting was called to order at 7:35 p.m. in the Council Chambers. Funding of Walkway Projects
was added as Item 8.
Gateway Sign Replacement SR 104 & 5th Ave S
Ms. Hite relayed Ms. Chapin has been working with a committee comprised of staff and citizens to
develop options for gateway signs along with Clayton Moss, FORMA, who has designed and fabricated
other signs for the City.
Ms. Chapin explained the existing sign at SR 104 & 5th Ave S has deteriorated and replacement is
identified in the CIP. FORMA created a family of signs including wayfinding signs that Parks has been
implementing. The committee, comprised of representatives from the Planning Board, Arts
Commission, and Economic Development Commission as well as staff, worked with FORMA to develop
options for a sign to be installed in the WSDOT right-of-way at SR 104 & 5th. The committee wanted
design elements similar to the existing wayfinding signs, the same lettering forms, incorporating the
wave/curved line and reflective of Edmonds' seaside nature and connection to the water. She
distributed a graphic of the proposed gateway sign, explaining WSDOT did not want a large concrete
base and preferred the Corten steel base similar to Five Corners. The sign will be located slightly east
of the current sign and the area re -landscaped to accommodate the shape and form of the new sign
and to make it more visible. Lighting will be provided via solar LED elements.
Discussion followed regarding the below ground concrete base, location of the new sign, landscaping
that will make the sign pop, landscaping that provides a maritime feel, WSDOT's participation in
selecting the sign location, lighting, disposition of the old sign (possibly Edmonds Museum), height of
sign to meet WSDOT's requirements, and re -landscaping that retains some of the existing landscaping
including the birch tree. Ms. Hite advised the 2019 budget will include Welcome to Edmonds signs on
196th and the ferry exit.
Action: Schedule on Consent Agenda
2. FAC Playground Prosect Closeout
Ms. Hite reported bids were solicited in January 2018 and Council awarded the bid in March for
$149,942.92, the budget was $150,000 and the total project cost was $149,942.49. She concluded the
playground is complete and has been wildly popular. She thanked Councilmember Johnson who
attended the ribbon cutting. A brief discussion followed regarding the popularity of the playground.
Action: Schedule on Consent Agenda
07/10/18 PPW Committee Minutes, Page 2
3. Presentation of an Interlocal Agreement for Snohomish County Natural Yard Care
Outreach
Mr. English relayed this agreement is to provide yard care education in 2018 and 2019. The City entered
into a similar agreement with Snohomish County in 2014 that provided a workshop in Edmonds to
educate residents on best management practices for garden health, lower maintenance and reducing
impacts to water quality. This ILA provides for two interactive classroom workshops over three evenings
in fall 2018 and spring 2019 as well as an outdoor demonstration event in spring 2019. The County will
provide quarterly progress reports regarding attendance and follow-up. The information can also be
used for NPDES reporting. Staff has discussed potentially bringing the program in-house using the
materials that are provided. Discussion followed regarding the location of the workshops, making
materials available on the City's website and a suggestion to record the presentations and provide a
link on the City's website.
Action: Schedule on Consent Agenda
4. Presentation of a Local Agency Agreement for the 84th Ave Overlay Project
Mr. English explained this is an'/2 mile overlay on 84th between 220th St SW and 212th St SW. The City
obtained a $691,200 federal grant for design and construction; the required 13.5% match will be funded
by the REET 126 Fund. Replacement of the existing stormwater main, paid for by the utility fund, was
added to the scope of work when video discovered the pipe was in poor condition. Seven firms
responded to the RFQ for design and following qualification review, Tetra Tech was selected.
Negotiations are underway regarding the scope of work. The contract may be complete before the next
PPW Committee meeting and he proposed scheduling it either on the Consent Agenda or full Council
if the contract was in budget. He anticipated the design contract with Tetra Tech for the overlay and
stormwater improvements would be $180,000-$200,000.
Councilmember Johnson suggested including sideways elements in the design. Mr. Williams estimated
replacing deficient sections of sidewalks would cost over $1 million; it potentially could be done for less
via an in-house crew. He did not recommend doing the sidewalk design now.
Discussion followed regarding design of the 2381h sidewalk, inability to self -perform projects funded by
grants, whether this was an opportunity to design sidewalk replacement, sidewalk design consuming
grant funds intended for construction of the overlay and stormwater improvements, cost of the sidewalk
design, keeping the scope specific to the roadway and looking for opportunities to design/construct the
sidewalk in-house, staff's efforts to include the sidewalk in this project.
Action: If the design contract does not exceed $250,000, schedule on Consent Agenda; if it exceeds
$250,000, presentation to full Council.
5. 76th Ave/212th Intersection Imorovements -Chanae Order Aaaroval
Mr. English recapped the project including settlement that occurred on the northeast corner over
Lynnwood's existing force main. Further analysis by HWA GeoSciences found unconsolidated fill
material over the force main trench that resulted in extensive pavement cracking. Based on HWA'
recommendation and staff's assessment, a pavement repair plan was developed that includes a 2" grind
and 2" asphalt overlay as well as glass reinforcing grid spanning the repaired area. The preliminary
estimate for the change order is $118,000 which also includes additional hot mix asphalt quantity. An
additional $35,000 is requested to cover the change order as well as an additional $50,000 management
reserve, a total of $85,000, to reach the end of the project. He commented on the potential need to
grind deeper if the pavement cracking extends lower than 2". Mr. Williams advised Lynnwood was
unwilling to contribute to this cost.
07/10/18 PPW Committee Minutes, Page 3
Discussion followed regarding the potential requirement to grind deeper than 2", core sampling done
by HWA, amount of the change order, schedule for the grind and paving, and plans to pave the week
of July 23.
Action: Schedule on Consent Agenda
6. Bell St. No Parking Ordinance
Mr. English distributed an aerial image of Bell Street and described the proposed 150 foot no parking
area. Frontage improvements (curb, gutter, sidewalk) constructed in late 2017 as part of the
development of a single-family home at 754 Bell Street resulted in a 24 ft -wide street in accordance
with the City's street standards. Upon completion, residents expressed concern with the narrow street
due to vehicles parked on both sides. Staff met with several residents on Bell Street and who supported
no parking on the south side for 150 feet west of 8th Ave. The property owner on the south side was
agreeable and one of the two property owners on the north responded in favor. Discussion followed
regarding residents' concerns with sight distance, landscaping on the southwest corner of Bell & 8th that
was moved 5 feet to improve sight distance, residents' concern that parking on 8th affects sight distance,
parking in the area during events, and construction equipment parking.
Action: Schedule on Consent Agenda
7. 2017 Transportation Benefit District Report
Mr. Williams relayed although the City took advantage of a change in the TBD enabling statute and
absorbed the responsibilities of the TBD, an annual report is still required. He presented the annual
report which will also be published in the newspaper:
Revenues
$20 Vehicle Registration Fee $698,283
Total Revenues 698,283
Expenditures
Professional Services --
Road Maintenance (includes repairs, patching, crack sealing
Labor and Benefits 161,324
Supplies 23,491
Traffic Control
Labor and Benefits 183,573
Supplies 159,723
Vehicle Charges 170,172
Excess Transferred to Street Fund --
Total Expenditures $698,283
Net Change in Fund Balance --
Fund Balances — Beginning --
Fund Balances - Ending --
(1) An additional $113,625.15 in expenditures were eligible for reimbursement from this funding source,
however, due to funding constraints, these expenditures were absorbed by Fund 111 Street Fund.
Total expenditures by the Fund 111 Street Fund in 2017 were $1,742,144; other sources of revenue
include Motor Vehicle Excise Tax and the General Fund. Discussion followed regarding funds provided
by the TBD, and ability to access another $20 in vehicle license fee via vote of the City Council. The
Committee requested staff provide a table regarding transportation funding.
Action: Schedule for full Council
07/10/18 PPW Committee Minutes, Page 4
8. Final Acceptance of the 228—h St. SW Corridor Improvement Project (previously Consent
Agenda Item 4.5)
Mr. English explained when this was presented to the PPW Committee on April 10, the contractor had
informed staff that additional material invoices needed to be paid; the committee recommended
scheduling on the Consent Agenda once the invoices were evaluated and the final amount included in
the agenda memo. The invoices have been evaluated and payment of $33,000 was warranted. The
original construction amount was $5,205,040 plus $498,700 management reserve; the final cost was
$5,246,000, approximately $41,000 over the contract award amount but within the management
reserve. Councilmember Johnson asked what happens to the unused funds. Mr. English advised they
are returned to the granting agencies and the utility funds.
Action: Schedule on Consent Agenda
8. Funding of Walkway Projects
Mr. Williams distributed and reviewed a Concrete Crew Assumptions, Comments, Production Levels
and Estimated Costs analysis in response to the Council's interest in making progress on the short
walkway list, concluding it was substantially less expensive to construct sidewalks using an in-house
concrete crew. He said staff will continue to refine this information and develop a decision package for
the PPW Committee to review and sponsor in the 2019 budget.
Discussion followed regarding significant cost savings and potential to complete the list of short
walkways, use of seasonal labor, what the crew would do during the off season, whether a concrete
crew could be funding via current revenue sources, and the need to discuss this with the Teamsters
Union. Councilmember Johnson suggested staff provide an estimate of/2 mile sidewalk on 84th as s
real-world example.
Action: Staff develop decision package
The meeting was adjourned at 9:26 p.m