Public Works Committee

TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 1 CONVENE: 8:00 a.m. PRESENT: Chair Eileen Swarthout and Councilmembers Michael Althauser and Charlie Schneider. Staff: City Administrator Lisa Parks, City Attorney Karen Kirkpatrick, Transportation and Engineering Director Brandon Hicks, Finance Director Troy Niemeyer, Water Resources and Sustainability Director Dan Smith, Assistant Transportation and Engineering Director Mary Heather Ames, Communications Manager Ann Cook, Community Engagement Specialist Marnie McGrath, and Administrative Assistant Bonnie Hale. Others: Meridith Greer, Greer Environmental Consulting SERVICE PROVIDER Director Smith reported the proposed action is an amendment with Stantec AGREEMENT WITH for the Pioneer Park Restoration project. STANTEC FOR THE PIONEER PARK Meridith Greer, Greer Environmental Consulting, reported the project area is RIPARIAN located in the southwestern area of Pioneer Park where the park meets RESTORATION Deschutes River. The site is active with the river moving approximately 10 PROJECT feet each year. Because of the location of the site, the river has encountered AMENDMENT 2: water quality impairments and movement of the river has created bank erosion and other problems. Movement of the river over the last eight years has been substantial when the project was initiated to identify some solutions to slow bank erosion and replant riparian areas. Ultimately, Deschutes River and Pioneer Park are at risk for high water temperature, fine sediment, and insufficient riparian areas with trees to create habitat for fish and wildlife as trees fall into the river. Pioneer Park is also very heavily used by the Tumwater community and others in Thurston County. Public risk is another consideration of the project. The river does not honor the location of trails and it is important to create options for park users. The park also experiences flooding and any solutions need to consider flooding occurrences. The City received grant funds of $450,000 from the Department of Ecology to complete design, permitting, and construction. The City contracted with Stantec to complete design and permitting. The grant timeline for completion of design, permitting, and construction was three years. The original timeline from October 2021 through October 2024 enabled completion of design. However, because the project is complicated and located within an active water body, staff sought feedback from permitting agencies to ensure the timeline was realistic. Last fall, staff met with Department of Ecology staff and the U.S. Army Corps of Engineers to review the project. The U.S. Army Corps of Engineers advised that any project involving in-water work would require a two-year permitting review process that would affect the three-year plan. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 2 Staff alternatively considered focusing only on bank stabilization and riparian restoration and installing large woody debris structures in place without any in-water work to meet the three-year deadline. Many stakeholders were involved in reviewing the project in February 2023. A consensus for the revised project scope was not achieved because most stakeholders did not believe the scope would restore normal river functions because of the lack of any in-water work. Staff revisited the scope to meet the goals of improving water quality and habitat while conforming to the requirements of the grant. Following negotiations between many parties, a new project scope was developed focusing on multi-benefits and solutions to increase river complexity. The Department of Ecology agreed to change the grant to cover design only affording time and flexibility to seek funding. Staff plans to apply for another grant for construction funding. Revision of the grant initiates a new timeline beginning in 2024 through 2027 to complete the project. The next step is updating the service provider agreement with Stantec to account for the change in project scope, re-design, additional permitting, and extending the agreement to 2027. The amendment increases the budget by approximately $50,000 to account for the changes. Staff and the Department of Ecology will work on amending the current grant agreement. Stantec and project stakeholders will work on updating the conceptual designs with staff applying for construction funding from the Department of Ecology in the fall. Director Smith requested the committee recommend the City Council approve and authorize the Mayor to sign the Service Provider Agreement with Stantec for the Pioneer Park Riparian Restoration Project Amendment 2, extending time and increasing the budget to complete the design and permitting elements of the project. Chair Swarthout mentioned the degree of erosion of the riverbank over the last several years and whether further delays in the project would contribute to more erosion affecting both the riverbank and Pioneer Park. Director Smith explained that each season of delay results in more erosion. Staff encountered project challenges after learning about the permitting window and considered ways to shift the design to implement some actions in the near-term to help reduce erosion. However, stakeholders preferred to move forward with a project holistically despite impacts to the shoreline in near- term to ensure the City is able to secure funding for construction from the Department of Ecology and permitting from the U.S. Army Corps of Engineers. Councilmember Althauser asked whether the stakeholders support the second alternative despite concerns about the log strategy. Director Smith said the stakeholders represent a significant number of WRIA 13 members representing lead entity groups addressing salmon and in-water habitat TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 3 improvements. Stakeholders were supportive of a more comprehensive approach versus a scope that limits the project to shoreline improvements as proposed by staff to overcome the permitting timeline. Stakeholders recognized the timing issues but agreed the results of the project with in- water work would be more beneficial for the river system. Director Smith responded to questions about the extent of changes in the new project scope. Staff plans to retain the existing shoreline design to some degree with the addition of different methods to rechannelize some areas to redirect flows and reduce energy to minimize erosion as water moves through the channel. That work will entail in-water work requiring permitting through the U.S. Army Corps of Engineers. Councilmember Althauser asked whether staff plans to take advantage of grant opportunities created by the Legislature when it increased the amount of funds available for salmon and habitat restoration projects. Director Smith affirmed Ms. Greer and staff plan to submit applications for other projects to take advantage of the funds. Chair Swarthout asked whether any remediation would be necessary to remove the build-up of sediment near the entry area into the river. Ms. Greer said no dredging of the river is anticipated. Much of the fine sediment is pushed further downstream and settling above Tumwater Falls or traveling to Capitol Lake. The river is part of the normal sediment transport system. The intent of the project is restoration of natural processes to reduce the amount of fine sediment from the riverbank due to erosion by the river. MOTION: Councilmember Althauser moved, seconded by Councilmember Schneider, to recommend the City Council approve and authorize the Mayor to sign the Service Provider Agreement with Stantec for the Pioneer Park Riparian Restoration Project Amendment 2. A voice vote approved the motion unanimously. CAPITAL Director Smith briefed members on Water, Sanitary Sewer, and Storm FACILITIES PLAN Drainage Plans of the Capital Facilities Plan (CFP) for 2024-2029. The CFP (CFP) 2024-2029: is not a financial commitment but a plan of forecasted projects based on WATER, SANITARY growth, funding, staffing capacity, and needs. Projects included in the CFP SEWER, AND STORM are generated from many different planning reports, basin assessments, DRAIN BRIEFING: anticipated growth in different areas of the City, and operational needs. The CFPs for utilities total 49 projects. The projects are not funded from the City’s general fund as utility budgets fund the projects totaling $123.2 million over the six-year plan. For Water Fund projects, staff considers security, water quality, source development, mitigation, growth, operational issues associated with fire flow, water pressure, and infrastructure needs. The Water Fund supports infrastructure and programs that support the operation and expansion of the TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 4 City’s drinking water utility. All Utility CFPs are enterprise funds. Revenues are generated through rates, connection fees, and utility taxes. The City also uses grants, loans, bonds, and other miscellaneous sources to fund projects. The Water Fund includes 14 projects with two new projects. The Israel Road Linderson Water Main project will be completed this year, as well as the Trosper/6th Water Main Replacement & Extensive project. Those projects have been removed from the CFP. The first new project is the Well 15 Improvements project under the category of security improvements. Well 15 is the City’s second largest producer of potable water. The project includes some additional security, water quality protections, and auxiliary power. The project will begin in 2025 at a cost of $950,000. The second project is a planning project recommended by a homeland security evaluation and water system and sewer system planning processes. The project is a moderate seismic resiliency study to establish level of service goals for utility operations after a major seismic event, updating geotechnical hazard maps, developing processes for facility structural resilience evaluations on critical structures and distribution systems, and preparation of a critical interdependencies assessment. The project will result in the development of an implementation strategy, identifying all the recommendations for reducing vulnerabilities and mitigating risk for both water and sewer utilities. The study will be a multi-year study effort with the costs shared between Water and Sewer Utilities. The remaining 12 projects focus on source development, growth, infrastructure maintenance, and programs and planning. Source development includes construction of infrastructure for the Brewery Wellfield to implement the water rights the City acquired several years ago. The City contracted with a consultant and the new Water Resources Program Manager will lead the project. New source development is in progress. An agreement will be presented to the Council for a consultant to assist the City. Another project underway is the Southeast Reservoir and System Extension project located off 93 rd Avenue. A three-million gallon reservoir will be installed off 93rd Avenue. Two projects under the category of infrastructure maintenance include Capitol Boulevard and X Street Watermain and Resource Conservation & Sustainability with assistance of a consultant to review existing facilities for long-term operational sustainability. Programs and planning projects include ongoing and routine efforts. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 5 The Sanitary Sewer Fund is the City’s wastewater service comprised only of the conveyance system with service provided the LOTT Clean Water System for wastewater treatment. The CFP includes projects focused on infrastructure replacement and expansion. Projects are funded from rates and connection fees, grants, revenue bonds, loans, and miscellaneous revenue sources. The CFP includes 14 projects with two projects completed. One project is related to the Capitol Boulevard/Trosper Road Improvements project. The second project completed is Resource Conservation and Sustainability Evaluation of the system for potential improvements. Councilmember Althauser asked whether solarization of infrastructure represents more of a funding challenge or a technological challenge in terms of generating sufficient power. Director Smith said the major challenge is the size of the solar array required in specific locations. Many of the sites are located in forested areas. Staff worked with a consultant on a Citywide analysis of facilities and operations. The analysis did not identify any cost efficiency or cost-effectiveness solutions that would achieve the power required. The fund’s portion of the Seismic Resiliency Plan is significantly larger than the Water Fund portion. The plan is estimated to cost approximately $300,000 over a two-year period. Another new project is the Kimmie Street Lift Station based on deficiencies identified in the 2015 Water System Plan. Next year, early initial evaluations are planned with design and permitting scheduled in 2025 with construction in 2026. The project is only a forecast at this time as staff is launching a review of the Sewer System Comprehensive Plan, which will inform the priority for the project and other projects. Director Smith reviewed other projects in the Sanitary Sewer CFP:  Annual Sewer Infrastructure Replacement Program  Oversizing Program  Regional Pump Station  Old Highway 99 Extension: 79th Avenue To 88th Avenue  City Operations and Maintenance Facility Relocation  Streamland Estates Lift Station  Lloyd Street Lift Station  Comprehensive Plan Review/Update  Enterprise Resource Planning Business System  I-5 Sanitary Sewer Main Crossings Report Director Smith reviewed the Storm Drain Fund. Projects are funded primarily from rates and grants. Bond and loans provide other sources of funds as needed. The projects collect and convey stormwater to reduce flooding in the City, treat water to improve water quality and habitat, and TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 6 meet regulatory requirements of the City’s stormwater permit. The Storm Drain CFP totals approximately $30 million comprised of 21 projects. Of the total six-year plan, approximately $20 million is forecasted from grants, bonds, and loans. Two recently completed projects include the Lee Street Bioretention Retrofit in conjunction with the Capitol Boulevard/Trosper Road Improvements project. The Deschutes River Flood Reduction and Erosion Study was recently completed and will be presented to the committee at a future meeting. New projects include:  Land Acquisition - Wetland/Habitat Conservation - Land Acquisition was expanded to include habitat conservation due to the number of properties that might become available along the Deschutes River and Kirsop area wetlands to meet conservation goals. The scope of the project includes more funding.  2028 Stormwater Management Plan Update – preparation activities in support of the update of the Stormwater Management Plan in 2028  E Dennis Outfall Retrofit – Staff identified an unmitigated and untreated outfall located off E Dennis Street collecting a significant portion of stormwater runoff from the Israel Road area. Some additional work involving programming and analysis will be required prior to construction of the project. Director Smith responded to questions about the timing of the E Dennis Outfall Retrofit given the seriousness of no treatment of stormwater runoff in that area of the City. He explained that most of the City’s stormwater outfalls do not treat stormwater. Some of the more significant outfalls in the City have been retrofitted for treatment. Staff continues to work on several significant outfalls that drain directly to Deschutes River. Staff continues to seek grants. Some conceptual designs have been completed for the larger outfalls. Some work is required prior to the work on the E Dennis Outfall Retrofit project to identify the needed level of treatment. Much of the timing involves the complexity of the project as well as staff capacity and current projects in progress. Director Smith reviewed remaining projects on the list:  Tumwater Valley Regional Facility  Deschutes Habitat Restoration Projects  Emerging Projects  East Linwood Basin Outfall Retrofit  Sapp Road Culvert Replacement  Kirsop Road Stormwater Improvements  54th & Kirsop Road Flooding Reduction  66th Ave Culvert Replacement TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 7  North Custer Way Stormwater Redirection  Beehive Industrial Area Stormwater Improvements  City Operations and Maintenance Facility Relocation  Golf Course Drainage System Repairs – the project involves the drainage system located throughout the golf course discharging directly into the Deschutes River. The system is part of the City’s stormwater system. Those areas have been delineated and are the responsibility of the Storm Drain Utility to maintain and convey.  Enterprise Resource Planning Business System  Capitol Boulevard Storm Upsizing  Crites Stormwater Pond Improvements – Expansion of the facility and improvements  29th Avenue Swarthout Stormwater Improvements  Tumwater Hill Basin Assessment  Resource Conservation & Sustainability Chair Swarthout noted that the Council received an email with respect to the storm drain project on the golf course and concerns that some of the area of the golf course could be lost due to drainage. Director Smith reported the site poses a number of challenges with some areas on the golf course experiencing sinkholes and other issues. Funds are available to address those stormwater projects at the golf course. The goal is protecting the course to the extent possible while ensuring the drainage system continues to convey and not undermine the golf course in other areas. Director Smith said the department was able to balance all utility funds to ensure all funds maintain its operating reserve requirements. Rates for all utilities were increased as well as connection fees. Staffing capacity continues to pose a challenge and although consultant support is available, staff also manage consultant assistance. Inflation and market forces this year have challenged customers and the City with significant increases in labor and materials representing nearly 35%. For example, the Southeast Reservoir project cost has increased by 132% based on bidding results. Despite the increase in costs, staff proposes a water rate increase scenario of 5% to 6% per year with a drop in later years to 4.5%. The scenario also increases the connection fee rates from an existing 2% per year to 4.8% to match the proposed water rate increase. Staff proposes increasing the connection fee in later years to 8.5% to 10% because many of the projects are required to accommodate growth rather than a reflection of the current customer base. Director Smith outlined the future review process of the CFPs with briefings and a public hearing scheduled by the Planning Commission. Utility CFPS will be presented to the committee if there are any major or significant changes based on feedback from the ongoing review process. The adoption of the CFP is scheduled before the end of the year. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 8 SOMERSET HILL Ms. Greer provided an update on the status of the Somerset Hill Fish Passage FISH PASSAGE Barrier Removal project. The project involves a culvert conveying Percival BARRIER REMOVAL Creek under Somerset Hill Drive that was identified as a partial barrier to PROJECT UPDATE: fish passage because of velocity. The site was identified because of issues associated with a sanitary sewer main that serves a housing complex. The area of the culvert and street has experienced a high level of erosion due to its location because of the slope. Some trees have eroded in the area and have fallen causing the potential of damaging the sewer main. The project was elevated for those reasons as well as to improve fish habitat and passage. The project replaces a five-foot wide culvert. To reduce velocity and enable the stream to move naturally, the new culvert must be at least 24 feet wide. Water Resources & Sustainability has been working with Skillings Inc., to review alternatives for crossing structures that will work best for the site. The first option identified was a three-sided box culvert of 24 feet in width. Although the culvert would enable 100% fish passage, the culvert would not enable the stream to flow naturally. Staff is considering three alternatives Skillings identified. The second option is a steel plate arch culvert 24 feet wide. The culvert is 100% fish passable and is the lowest cost option. However, it would not enable the stream to move naturally and it does not include an option for a natural channel bottom. The last option is a pre- fabricated bridge. A bridge would be 100% fish passable and because of its size, stream movement would be natural. The last option is the preferred alternative of project stakeholders. The option is the most expensive for both design and construction. Staff submitted a funding application to the Salmon Recovery Funding Board for funds for planning to design a prefabricated bridge. The grant would enable the design of the culvert replacement, stream realignment, and bank restoration and stabilization to protect trees and the sewer line. The funding request is for $280,000 for a project that requires no match from the City. The project is ranked fourth of six projects under consideration by the Board. Based on funding anticipated for the watershed, staff does not believe the project would receive funding this fall; however, next steps include two approaches. Staff is seeking feedback from members on support for continuing to move forward to seek design funding for the prefabricated bridge option. Staff plans to resubmit a grant application to the Board in January 2024. Dependent upon the receipt of funding, The construction date would be 2027 or later. Director Smith commented that staff is working to secure grants to fund the project. From a priority standpoint, the project was ranked higher because of bank stabilization, erosion, and the sewer main. Because of the outcome of assessments completed this year, more time is available to seek some funding because the project is no longer deemed an emergency. TUMWATER PUBLIC WORKS COMMITTEE MINUTES OF VIRTUAL MEETING July 20, 2023 Page 9 Ms. Greer noted the existing culvert is rated as a 66% fish passable barrier culvert. The Sapp Road culvert is 100% fish passage barrier and is a more competitive project to receive funding. The City is hindered in terms of project competitiveness because of the number of culverts across the state deemed full fish passage barriers. Based on the recent assessment, sewer infrastructure is not in eminent danger and staff can seek grant funding. Chair Swarthout asked whether the potential of damage to sewer infrastructure would increase the competitiveness of the project for funding. Director Smith advised that engineering evaluations were conducted of the site by both consultants and the City’s engineering team to assess the condition of sewer infrastructure. The consensus was that the site would need to be protected but the need was not eminent enabling time for staff to pursue funding. ADJOURNMENT: With there being no further business, Chair Swarthout adjourned the meeting at 9:19 a.m. Prepared by Valerie L. Gow, Recording Secretary/President Puget Sound Meeting Services, psmsoly@earthlink.net