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LUTC MINS 05-07-2018MEETING SUMMARY Committee Members in Attendance: Committee Chair Mark Koppang, Committee member Jesse Johnson, and Committee member Hoang Tran. Councilmembers in attendance: Deputy Mayor Susan Honda Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director El Walsh, Deputy Public Works Director /Street Systems Manager Desiree Winkler, Deputy City Attorney Mark Orthmann, Assistant City Attorney Eric Rhoades, Planning Manager Robert "Doc" Hansen, Senior Planner Jim Harris, City Traffic Engineer Rick Perez, Surface Water Manager Theresa Thurlow, Engineering Plans Reviewer Kevin Peterson, SWM Project Engineer Tony Doucette, and Administrative Assistant II Mercedes Tenuta. 1. CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m. Committee moved to amend the May 7, 2018 Agenda to make items "K" (ORDINANCE: Amending Title 4 FWRC to Establish Regulations Relating to Small Cell Deployments, Franchising, and Small Cell Permits in the City's Rights -of -Way) and "L" (ORDINANCE: Adopting Interim Land Use Regulations to Control the Provision of Telecommunications Facilities within the City) become items "B" and "C." ■ Moved: Koppang ■ Seconded: Tran ■ Passed: 3 -0 unanimously 2. PUBLIC COMMENT: Dana Hollawav had questions regarding Item J, Adaptive Traffic Signal Control System Phases I & II - 30% Design Report. Chair Koppang advised Ms. Holloway that City Traffic Engineer, Rick Perez, would address the questions at the time of the presentation. 3. COMMITTEE BUSINESS: Topic Title/ Description A. Approval of Minutes: April 2, 2018 Committee approved the April 2, 2018 LUTC minutes as presented. • Moved: Johnson • Seconded: Tran • Passed: 3 -0 unanimously B. ORDINANCE: Amending Title 4 FWRC to Establish Regulations Relating to Small Cell Deployments, Franchising, and Small Cell Permits in the City's Rights -of -Way Deputy City Attorney, Mark Orthmann, introduced outside counsel Mr. W. Scott Snyder with Ogden Murphy Wallace to present both Ordinances (items B & Q. Mr. Snyder explained that due to cellular data usage growth between 50 -100% per year, there is a need for small cell densifications. Small cells fill in the space and densify Committee Members City Staff Mark Koppang, Chair Marwan Salloum P. E., Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant 11 Jesse E. Johnson, Member (253) 835 -2701 City of Federal Way City Council Land Use & transportation Committee May 7, 2018 City Hall 5:00 p.m. Council Chambers MEETING SUMMARY Committee Members in Attendance: Committee Chair Mark Koppang, Committee member Jesse Johnson, and Committee member Hoang Tran. Councilmembers in attendance: Deputy Mayor Susan Honda Staff in Attendance: Public Works Director Marwan Salloum, Deputy Public Works Director El Walsh, Deputy Public Works Director /Street Systems Manager Desiree Winkler, Deputy City Attorney Mark Orthmann, Assistant City Attorney Eric Rhoades, Planning Manager Robert "Doc" Hansen, Senior Planner Jim Harris, City Traffic Engineer Rick Perez, Surface Water Manager Theresa Thurlow, Engineering Plans Reviewer Kevin Peterson, SWM Project Engineer Tony Doucette, and Administrative Assistant II Mercedes Tenuta. 1. CALL TO ORDER: Chair Koppang called the meeting to order at 5:00 p.m. Committee moved to amend the May 7, 2018 Agenda to make items "K" (ORDINANCE: Amending Title 4 FWRC to Establish Regulations Relating to Small Cell Deployments, Franchising, and Small Cell Permits in the City's Rights -of -Way) and "L" (ORDINANCE: Adopting Interim Land Use Regulations to Control the Provision of Telecommunications Facilities within the City) become items "B" and "C." ■ Moved: Koppang ■ Seconded: Tran ■ Passed: 3 -0 unanimously 2. PUBLIC COMMENT: Dana Hollawav had questions regarding Item J, Adaptive Traffic Signal Control System Phases I & II - 30% Design Report. Chair Koppang advised Ms. Holloway that City Traffic Engineer, Rick Perez, would address the questions at the time of the presentation. 3. COMMITTEE BUSINESS: Topic Title/ Description A. Approval of Minutes: April 2, 2018 Committee approved the April 2, 2018 LUTC minutes as presented. • Moved: Johnson • Seconded: Tran • Passed: 3 -0 unanimously B. ORDINANCE: Amending Title 4 FWRC to Establish Regulations Relating to Small Cell Deployments, Franchising, and Small Cell Permits in the City's Rights -of -Way Deputy City Attorney, Mark Orthmann, introduced outside counsel Mr. W. Scott Snyder with Ogden Murphy Wallace to present both Ordinances (items B & Q. Mr. Snyder explained that due to cellular data usage growth between 50 -100% per year, there is a need for small cell densifications. Small cells fill in the space and densify Committee Members City Staff Mark Koppang, Chair Marwan Salloum P. E., Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant 11 Jesse E. Johnson, Member (253) 835 -2701 the data between macro cells (the large towers that are the backbone of the network and are required for the network to function). Mr. Snyder provided pictures of various ways to mount small cells including standard light poles, ornamental street lights, or strand mounting using a fiber or coaxial cable wire. Mr. Snyder outlined the Draft Ordinances which included Franchising and Interim Zoning. The policy box that the Council has to operate by is defined by a framework between State and Federal Law as well as the pole owner's requirements. The Interim Zoning Ordinance contains definitions and integrates the small cell provisions with existing macro tower regulations. The reason for an interim zoning ordinance approach is to get provisions in place for carriers waiting to deploy and allows a process to dive deep into standards and policy issues. Mr. Snyder explained that franchising is a legislative power of the City Council and courts defer to Council's determinations. Land Use powers are framed by Federal shot clocks and right -of -way use is not a "Land Use Action ". Mr. Snyder outlined what the City can and can't do in the regulatory process based on State and Federal Laws and explained the Federal shot clocks including the strict limitations. Puget Sound Energy will play a key design role as well as State and National electrical codes will dictate placement of small cell facilities. Mr. Snyder outlined the key concepts which included incorporation of federal shot clocks, taking advantage of the court's deference to City Council legislative and contract powers, treat small cells in the rights -of -way like other utilities, and integrate small cell design and concealment standards with existing macro tower provisions, encourage the use of existing utility pole, and retain existing macro tower provisions. Mr. Snyder, Mr. Orthmann, and Chair Koppang held a brief discussion regarding a one carrier per pole limitation, as well as further clarifying interim zoning in relation to the Planning Commission. Mr. Orthmann clarified that the interim zoning is a stop -gap measure to allow regulatory process to have something in place before the true amendment to Title 4 is taken to Planning Commission. Committee forwarded the proposed Ordinance to First Reading on May 15, 2018, subject to a staff review and potential incorporation of public comments. • Moved: Koppang Seconded: Johnson • Passed: 3 -0 unanimously C. ORDINANCE: Adopting Interim Land Use Regulations to Control the Provision of Telecommunications Facilities within the City The presentation for this item was combined with the presentation for item °B ". Please see the summary above. Committee forwarded the proposed Ordinance to First Reading on May 15, 2018, subject to a staff review and potential incorporation of public comments. • Moved: Koppang • Seconded:7ohnson Passed: 3 -0 unanimously D. 2018 Storm Drain CCTV Inspection and Assessment — Bid Award SWM Project Engineer, Tony Doucette, presented a brief background and stated four (4) bids were opened on May 1, 2018 with Olson Brothers Pro -Vac, LLC being the lowest responsive, responsible bidder with a bid amount of $401,983.07. Mr. Doucette outlined the available funding and estimated expenditures resulting in a budget shortfall. In order to complete the project within the available budget, staff recommends removing Schedules C and E, and award schedules A, B, and D with a 2.51% contingency. Mr. Doucette, Committee members, Deputy Mayor Honda and Public Works Director Marwan Salloum held a brief discussion regarding the priority of the schedules, the potential for rebidding the schedules that will not be completed, and the schedule creation in relation to the budget. Committee Members City Staff Mark Koppang, Chair Marwan Salloum P. E., Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant II Jesse E. Johnson, Member (253) 835 -2701 Committee forwarded Option #1 (Award Schedules A, B, and D of the 2018 Storm Drain CCTV Inspection and Assessment Project to Olson Brothers Pro -Vac, the lowest responsive, responsible bidder, in the amount of $195,581.57 and approve a 2.51% contingency of $4,418.43 for a total of $200,000 and authorize the Mayor to execute the contract) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Tran • Seconded: Johnson • Passed: 3 -0 unanimously E. Brooklake Center Connector Trail at West Hylebos Wetlands Park — 30% Design Status Report SWM Project Engineer, Tony Doucette, provided a brief background explaining that Surface Water Management has partnered with Federal Way Public Schools for the annual Storming the Sound with Salmon release event at West Hylebos Wetlands Park since 2012. Since the event has seen growth year after year and the access point has reached its capacity, staff proposed constructing a trail from the Brooklake Center and connecting to the West Hylebos Boardwalk Trail. Mr. Doucette provided a map to show the proposed extension /connection location, outlined the project status including progress to date and ongoing tasks, and provided the available funding and project expenditures. Mr. Doucette, Deputy Mayor Honda, and Chair Koppang held a brief discussion regarding the anticipation to begin the project in the fall with the goal to have it opened next year and the project primarily constructed of boardwalk. Committee forwarded Option #1 (Authorize staff to proceed with design of the Brook Lake Center Connector Trail at West Hylebos Wetlands Park and return to LUTC and Council for bid authorization, award, and further reports) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Tran Seconded:Johnson Passed: 3 -0 unanimously F. Lakota Park Stormwater Facility Repair Project — Bid Award Surface Water Manager, Theresa Thurlow, provided a brief project background and location map. Six (6) bids were open on April 2, 2018 with Gary Harper Construction, Inc. being the lowest responsive, responsible bidder with a bid of $500,133.98. Ms. Thurlow outlined the estimated expenditures and available funding, including a 10% contingency of $50,013.40. Ms. Thurlow, Deputy Mayor Honda, and Deputy City Attorney Mark Orthmann held a brief discussion regarding a math error that may have occurred for one of the bidders. Mr. Orthmann explained that to remove the ambiguity, the unit price ultimately controls the bid. Committee forwarded Option #1 (Award the Lakota Park Stormwater Facility Repair Project to Gary Harper Construction, Inc., the lowest responsive, responsible bidder, in the amount of $500,133.98 and approve a 10% contingency of $50,013.40 for a total amount of $550,147.38 and authorize the Mayor to execute the contract) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Johnson • Seconded: Tran • Passed: 3 -0 unanimously G. West Hylebos Creek S 373rd Street Gravel Removal Project — Bid Award Surface Water Manager, Theresa Thurlow, provided a project background including pictures. One (1) bid was opened on April 10, 2018 with Northwest Cascade, Inc. DBA Flohawks \being the lowest responsive, responsible bidder with a bid of $70,453.85. Ms. Thurlow outlined the estimated expenditures and available funding including a 6.45% contingency of $4,546.15. Committee Members City Staff Mark Koppang, Chair Marwan Sal /oum P. E., Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant 11 Jesse E. Johnson, Member (253) 835 -2701 Ms. Thurlow and Committee members held a brief discussion regarding the cost estimation, how frequently we will need to complete this same project in the future, and why there was only one bidder. Committee forwarded Option #1 (Award the West Hylebos Creek South 373rd Street Gravel Removal Project to Northwest Cascade, Inc. DBA Flohawks, the lowest responsive, responsible bidder, in the amount of $70,453.85 and approve a 6.45% contingency of $4,546.15 for a total amount of $75,000.00 and authorize the Mayor to execute the contract) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Tran • Seconded:Johnson • Passed: 3 -0 unanimously H. RESOLUTION: Retreat Meadows Final Plat Approval Senior Planner, Jim Harris, provided a background and summary of the plat that constructed 56 single - family lots ranging in size from 7,204 -9,024 square feet and zoned as RS7.2. Mr. Harris presented vicinity and plat maps with pictures of the 14.6 acre site located southwest of the intersection of S 356th Street and 1St Ave S. Mr. Harris also outlined the procedural summary stating the applicant has fulfilled conditions of preliminary plat. Mr. Harris and Deputy Mayor Honda held a brief discussion about Open Space funding and School Impact fees. Committee forwarded the proposed Resolution to the May 15, 2018 Council Consent Agenda for approval. Moved: Johnson Seconded: Tran Passed: 3 -0 unanimously I. RESOLUTION: Setting Public Hearing Date for 2019 -24 Transportation Improvement Plan City Traffic Engineer, Rick Perez, explained that the Transportation Improvement Plan is a city plan that lays out what projects the City anticipates completing in the next 6 years. Under State Law, in order to be eligible for grant funding, among other reasons, the plan must be adopted after holding a public hearing. Mr. Perez proposed holding the public hearing for June 19, 2018. Mr. Perez and Chair Koppang held a brief discussion regarding the updates included in this plan compared to the previous plan as well as public access on the website. Committee forwarded the proposed Resolution to the May 15, 2018 Council Consent Agenda for approval. • Moved: Tran • Seconded:Johnson • Passed: 3 -0 unanimously Adaptive Traffic Signal Control System Phases I & II — 30% Design Report City Traffic Engineer, Rick Perez, presented the design report by outlining system elements which included siting a traffic control center in City Hall, upgrade signal communications to support the system, improve monitoring capabilities with surveillance cameras and detection, and implement the system at up to 44 intersections. A map was presented of the project area that identified the phases and which signals belong to each phase. Mr. Perez explained what a traditional coordination plan is and its drawbacks which include data that may be out -of -date, and does not respond to weather, collisions, lane closures, or special events. Adaptive Traffic Signal Control monitors traffic conditions constantly and adjusts signal timing on a real -time basis which can delay the onset of gridlock and clear it out faster but cannot make up for lack of capacity. Mr. Perez outlined the adaptive traffic signal control resource needs and which needs are being met including communications upgrades underway for each signal (completion in December 2018), new staff hired (February Committee Members City Staff Mark Koppang, Chair Marwan Salloum P. E, Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant I7 Jesse E. Johnson, Member (253) 835 -2701 2018), video surveillance to be installed with the system, Traffic Management Center design (beginning in June 2018), and funds to maintain the system and software will be criterion in system selection (December 2018). Lastly, Mr. Perez identified the project tasks underway, upcoming tasks, and the expenditures and available funding. Mr. Perez, Committee members and Deputy Mayor Honda held a brief discussion regarding the RFP criteria which will be defined by system requirements, cost for maintenance, the FTE's responsibilities with primary emphasis on managing the system, the potential for budgeting for more IT resources, and the coordination and negotiation with WSDOT for the potential to have some control over certain WSDOT signals. Committee forwarded Option #1 (Authorize staff to proceed with design of the Adaptive Traffic Signal Control System and return to LUTC and Council for bid authorization, award, and further reports) to the May 15, 2018 Council Consent Agenda for approval. • Moved:7ohnson • Seconded: Tran • Passed: 3 -0 unanimously K. Sound Transit Tacoma Dome Link Extension Partnering Agreement Deputy Public Works Director, EJ Walsh, provided an overall background and timeline schedule of the Tacoma Dome Link Extension (TDLE). A project map was presented identifying the stations beginning at the S 3201h Transit Center that extends south ending at the Tacoma Dome. The Operations and Maintenance Facility that is part of the project is proposed to be constructed in conjunction with this project and will be located somewhere either in South King County or Northern Pierce County and will be utilized to clean vehicles, perform maintenance, and support rail operations. Mr. Walsh explained that the TDLE Partnering Agreement establishes an expectation that the two agencies will work together to collaborate earlier in the process to reduce surprises and participate in inter - jurisdictional groups, provide clarity to the project and coordination with other City projects, establish roles and responsibilities to provide input throughout the process, and review options to streamline future permitting activities. Items not covered in the agreement are approval of any permits, environmental documents, or land use entitlements, preferred alignments, station locations, or OMF locations, and funding agreements. Mr. Walsh, Chair Koppang and Deputy Mayor Honda held a brief discussion regarding this agreement in relation to the Federal Way Link Extension (FWLE) and what other cities /agencies are considering this same type of agreement. Committee forwarded Option #1 (Authorize the Mayor to execute the Sound Transit Tacoma Dome Link Extension Partnering agreement) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Koppang • Seconded: Tran • Passed: 3 -0 unanimously L. ORDINANCE: Amend FWRC 19.80 Regarding Docket Process and Dept. of Commerce Notification Planning Manager, Robert "Doc" Hansen, provided a background regarding the current docket process under the Growth Management Act to update /amend the comprehensive plan. Under the current process, a public hearing is held to determine whether or not an item is considered and to prioritize items. What is being proposed is to remove the public hearing, which is not required by law, but will save staff and Council's time. By removing the public hearing, it will not change the amount of opportunities for citizen participation in the process nor is the Council's authority diminished, but it could potentially streamline the process, make it more cost - effective, and clear up any confusion that exists with the public. Mr. Hansen and Chair Koppang held a brief discussion clarifying how the change to the process could make it more efficient as well as the benefits of having information readily available to the public online. Committee Members City Staff Mark Koppang, Chair Marwan 5alloum P. E., Public Works Director Hoang V. Tran, Member Mercedes Tenuta, Administrative Assistant 11 Jesse E. Johnson, Member (253) 835 -2701 Committee forwarded the proposed Ordinance to First Reading on May 15, 2018. • Moved: Tran Seconded:Johnson • Passed: 3 -0 unanimously M. Military Rd S and S 298th St Compact Roundabout Project — 100% Design Status Report and Authorization to Bid Deputy Public Works Director /Street Systems Manager, Desiree Winkler, presented a background of the project which would complete a compact roundabout at the intersection of Military Rd S and S 298th St. Ms. Winkler presented pictures with plans and outlined the progress to date, ongoing tasks, project expenditures, and available funding. Ms. Winkler and Deputy Mayor Honda held a brief discussion regarding the potential for plants in the roundabout and if the crosswalks will have flashing lights. Committee forwarded Option #1 (Authorize staff to bid the Military Rd S and S 298th Street Compact Roundabout Project and return to LUTC and Council for bid award, further reports, and authorization) to the May 15, 2018 Council Consent Agenda for approval. • Moved: Johnson • Seconded: Tran • Passed: 3 -0 unanimously At the conclusion of the meeting, Chair Koppang and Public Works Director Marwan Salloum held a brief discussion regarding future presentations. Chair Koppang stated that it would be helpful for the Council and the public if the funding source was identified to avoid the potential misconception that it comes from the general fund. 4. OTHER 5. FUTURE MEETINGS /AGENDA ITEMS: The next LUTC meeting will be held on Monday, June 4, 2018 at 5:00 p.m. in City Hall Council Chambers. 6. ADJOURNMENT: The meeting was adjourned at 7:07 p.m. Attest: I Mercedes Tenuta, Administrative Assistant II Committee Members Mark Koppang, Chair Hoang V. Tran, Member Jesse E. Johnson, Member Approved by Committee: � 4—( 1� City Staff Marwan Salloum P. E., Pub lic Works Director Mercedes Tenuta, Administrative Assistant II (253) 835 -2701