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11/09/1993 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES November 9, 1993 THESE MINUTES WERE APPROVED BY CITY COUNCIL ON NOVEMBER 23, 1993 The work session meeting of the Edmonds City Council was called to order at 7:00 p.m. by Mayor Laura Hail at the Library Plaza Room, 650 Main St., Edmonds. All present joined in the flag salute. PRESENT Laura Hall, Mayor Dave Farling, Council President Michael Hall, Councilmember John Nordquist, Councilmember Jeff Palmer, Councilmember Steve Dwyer, Councilmember Tom Petruzzi, Councilmember Chris Hewett, Student Representative ABSENT William J. Kasper, Councilmember STAFF Art Housler, Admin Service Director Chuck Day, Accounting Manager Minh Truong, Accountant Paul Mar, Community Serv. Dir. Dan Prinz, Police Chief Arvilla Ohlde, Parks & Rec. Manager Brent Hunter, Personnel Manager Dee McGrath, Executive Secretary Doug Farmen, Accountant MaryAnn Paige, Recorder (Councilmember Kasper previously notified Council of his absence from this meeting) Mayor Hall congratulated Councilmembers Petruzzi and Dwyer on their re-elec- tion to the City council. Executive Session on a Legal Matter and Labor Negotiations Mayor Hall recessed the meeting for a 30 minute Executive Session. Reconvene Mayor Hall called the meeting back to order at 8 p.m. Mayor Hall welcomed Councilmember Elect Barb Fahey. Review of Revenue and Expenditures Administrative Service Director Art Housler addressed the Mayor's recommenda- tion in the Budget Message regarding transfer of funds. We are expecting to spend $12,384,300 by year end, which is less than the budget by $139,700. There is no change on what Council approved during the year. The Mayor has recommended that transfers totaling $357,300 be made; this includes $232,300 to the Street Fund, $40,000 to Fire Vehicle Aid car replacement fund, and $85,000 to Council Contingency fund, and Mr. Housler presented detail on these transfers. Mr. Housler reviewed 1994 Revenues. The Property tax does not include the 3 percent increased property tax levy, which is in the Criminal Justice Fund ' 007. The EMS Property tax represents 35� per $1,000 of assessed property value. The Sales Tax remains flat through 1994. The Utility Tax shows an i increase because of the increase in rate, and does not reflect the possibili- ty of any decrease in usage. The other Taxes represent the combined remain- ing individual line items. Mr. Housler reviewed the Tax breakdown. In 1990, 63.9 percent of the total budget was from taxes and the 1994 budget is at 68.9 percent. The gas utility went up 10 percent and electric utility is up $100,000 because we increased the rate from 5.25 to 6 percent to pay for the Public Works Facility, that is the General Fund share plus the Street Fund share. He then reviewed the Expenditures. The Council budget is up 12.3% and that is for the TV cable consultant. Administration for the mayor is down 9.5 percent which is in the equipment area, plus a cut in Professional Services. Bruce Agnew was budgeted under the Mayor's office in 1993, but in 1994 is under Community Service budget. The Court budget is down 8.2% because of the new hires in the Court, who are being paid less than those who left. The 9.6 percent increase in Administrative Services Accounting is due to increased auditor's fees, plus the restoration of the half-time accounts payable job. There is an increase in the City Attorney account because of increase in litigation, plus some carryover from 1993. Most of the Non -department expen- ditures are fixed costs and they go up every year, generally more than our growth in revenues. There are substantial increases in SnoCom, Sno-Isle Library, and the Public Health District. He stated without the transfer of year end final amounts, which have been reduced in 1994 plus the Salary Pool, which has increased, we would have a 7.5 percent increase on all the other fixed cost categories. The Police Department has an increase in prisoner care and SnoCom charges. The Fire Department remains flat, any increase would be for equipment. This does not include labor contracts, the money is still in the salary pool but will be adjusted in the final budget. Community Services includes the transfer of Bruce Agnew from the Mayor to Community Service, plus the addition of a full time secretary. Planning is increased by the Growth Management person and the Growth Management contract, however, there will be revenues to cover these by way of a grant. Mr. Housler stated that we end up with a total budget of $13,170,880, a 1.7 percent increase in expenditures over 1993. Councilmember Petruzzi stated that there will be a 1.7 percent increase, if Council makes the year end adjustments. Without the transfers there is a 3.4 percent increase projected over the 1993 budget. Mr. Housler reviewed a handouts showing how funds are distributed and how they have changed over the last two or three years in the eight departments. Mr. Housler also reviewed a chart on salary and benefit trends, showing the percentage of salaries/benefits to expenditures budget for General fund only, and for all funds. Mayor Hall thanked the Accounting team for their work on the budget. Review of Mayor's Budget Mayor Hall stated that the first presentation would be by the Sister City .commission, as they are requesting some additional funds. . J t i�t�vX Don Carr, Vice Chairman of the Sister City Commission, presented the report .,�r�LzJ�` on the Sister City Program. He stated that Commission members Mr. and Mrs. Dublin were in the audience. Last year there were four visitations from our ' `" Sister City. The Commission is trying to involve more citizens in the pro- gram, primarily by getting people involved in the home stays for visitors. This year they raised enough money to offer scholarships to students, and after the first of the year will have a program for students to compete for the scholarships. Money has been used on home stays, and communication costs, but their main focus is on scholarships. They are asking for $1,500 in funds to be used in public support of these activities. Mayor Hall Page 2 November 9, 1993 APPROVED MINUTES thanked the Commission for their work and stated that Arvilla Ohlde is the staff link to the Commission. Councilmember Hall asked if the requested $1,500 is for specific activities as the entire budget is $4,000. Mr. Carr responded that the $1,500 is earmarked for those specific activities that involve the general public, mostly visitation activities. A portion of their fund-raising money will be dedicated to scholarships. Councilmember Petruzzi said that he endorsed the $1,500 and would like to squeeze a little more if we can. He asked why this was funded from the Hotel/Motel Tax Fund last year and this year from the Mayor's budget. Art Housler responded that it is under the Mayor's budget because she is responsible for the Sister. City Pro- gram, but last year the request for funds were received after the Mayor budg- et was requested. Councilmember Palmer stated that he would like to set the record straight on the funding requests. The Sister City funding request, just like other groups, did come in in plenty of time to be considered in the Mayor's budget. Council responded to the Mayor's request for recommendation of September 16, and at that time he requested and the Council concurred, that the Mayor include these funds in her budget. The request from the Sis- ter City was received in the Executive Office on September 1, two full months before the budget was presented to us on November 1. He stated that it was a misconception and inaccurate to state that this request arrived after the Mayor's budget was submitted to City Council. The Mayor replied that it was last year that the request came in late and that is why is was under Ho- tel/Motel. Councilmember Petruzzi stated he would like to transfer $500 from the Hotel/Motel Tax :to the Mayor's budget to increase the funding to $2,000 for. the Sister City Program, and would like Council to remember this when they approve the final budget. Executive Secretary Dee McGrath, presented information on the Administration funds. She stated that the Mayor's office has worked hard to keep costs down. In 1991 the budget was $125,000 and they have managed to bring it down to $111,830 in 1994. The major change is the $12,000 in Professional Servic- es that will be moved to Paul Mar's budget for the Multimodal facility. She noted a discrepancy in the budget on page 11 which* shows 101 percent expended in 1993. There was a transfer of funds from supplies -to equipment, in order to purchase a fax machine, and for some reason the figures were not accurate- ly reflected. The correct amount should by $122,770 for the 1993 budget. which puts them at about 98 percent expenditures. Doug Farmer has a correct page to reflect this change. Councilmember Petruzzi had a question on the Municipal Court, but was reminded that this budget would be reviewed on November 10. Councilmember Palmer had a question on travel to the AWC confer- ence, and a similar item under City Council but a difference in amounts. .The response was because one conference was for a week and the other for a couple of days. Personnel Manager Brent Hunter reviewed the Personnel 'Division. He stated that Professional Services has gone up to primarily include EAP, the Employ- ee Assistance Program, and physicals. There was a question on LEOFF, a dis- ability insurance program in the 1994 budget, and Brent replied that had been identified but that there was no amount budgeted for that. He was also ques- (��" tinned as to why there was a $200 charge for firefigheter physicals and $500 for the Assistant Fire Chief, Brent stated that he will find out and let Council know. The advertising budget fluctuates because of the amount. of personnel ads required. He also `noted that there was a cut back in Civil Service during 1993, but needed to be increased in 1994 for Civil Service testing assessment labs. Current labor negotiations should be finished soon, however the 1995 contract negotiations will begin in June. Councilmember Dwyer asked if we have sufficient budget in Civil Service to cover the seiec- Page 3 November 9, 1993 APPROVED MINUTES tion of a new Police Chief, and any effect .down the line if an in-house per- son is chosen. Brent replied that the budget is for Civil Service testing and only covers the police sergeant. Councilmember Nordquist questioned the $500 under miscellaneous for a Christmas party. After discussion, it was decided that as this was really an awards ceremony, and that it just happened to occur during the holiday season, that in the future to call it an awards ceremony. Review of Council Budget riff" It was noted that the Council budget is $2,000 less than 1993 and Council agreed that budget was acceptable. Review of Administrative Services Budget Art Housler noted that there is a 2 percent reduction in Administration ser- vices, and there has been some rearrangements of amounts based on 1993 histo- n",�hJ ry. Councilmember Petruzzi questioned where is the reduction in equipment. Art replied essentially it is computer equipment, no other equipment is need- ,�;'��, ed in 1994. Councilmember Palmer requested that staff supply a list of all equipment purchases, broken down by division. Art replied it is available and will supply this list. He mentioned that we have $19,000 budgeted for equipment but $12,000 is in Fire Department, $5,00 in Police, so most of it is public safety equipment. Accounting Manager Chuck Day reviewed the Accounting Budget and stated there is a 10 percent increase in salaries because of the half-time accounts pay- able clerk position restoration. The Intergovernmental Services budget is increased because of the State audit hourly rate increase, which will be between $51.50 to $52 per hour. City Clerk Rhonda March reviewed the City Clerk division. The significant item is the restoration of the Receptionist, and the Business License Clerk to full time. She reviewed current and proposed staff levels. She noted that voter registration will move to NonDepartment. This is billed by the County and is not a City function. Councilmember Palmer questioned the cost of meals for the Clerks Academy at the University of Washington. He ques- tioned if the meals would be covered under our new meal policy, as he feels that employees need to eat lunch whether they are at the office or at a con- ference. It was decided to review the meal charges as the vouchers are re- ceived to determine if they are valid charges. Mayor Hall stated that we should look at our meal requisition policy, as perhaps it is too restric- tive. Councilmember Palmer also had a concern if we had enough budgeted for hearing notices and agendas, and maybe should increase this item. Review of Community Requests Dick Bruns, 816 Walnut, stated that he was not requesting any funds but ques- tioned if taxation was equal if a property was in two taxing districts. r �'✓ / o Councilmember Palmer responded that taxing districts can overlap and that they can establish their own taxation, which results in some residents paying ?�{ taxes to more than one district. Council President Earling noted that we received requests tonight from three groups, Library, Snohomish County Youth Task Force and Sister City. The Council will reprioritize this later when the entire budget is heard. Page 4 November 9, 1993 APPROVED MINUTES Council V� COUNCILMEMBER DWYER MOVED, SECONDED BY COUNCILMEMBER PETRUZZI, TO REQUEST STAFF TO DRAFT AN AMENDED SALARY ORDINANCE FOR 1993 WHICH PROVIDES FOR NON - REPRESENTED EMPLOYEES, TO. PROVIDE FOR DIRECTORS TO RECEIVE $644/EMPLOYEE, AND THE REMAINDER OF THE TO. EMPLOYEES TO RECEIVE $546/EMPLOYEE PER YEAR. MOTION CARRIED UNANIMOUSLY. Mayor Hall mentioned a•letter from Bill Brubaker regarding the Woodway Elemen- tary School, which might be developed into a park. Arvilla Ohlde stated that { e G�u3'l4 the school site is in Snohomish County. Mayor Hall reminded Councilmembers of the ground breaking on Wednesday, November 17, at the Public Works Facility, and requested that they contact Dee McGrath to let her know if they will be able to attend. Council President Earling stated that the Record Taker will not have the minutes of the November 9 or the November 10 .workshop meetings available .until Monday, November 15. Councilmember Petruzzi showed a sample of the Christmas cards that are being sold by the Edmonds Visitor Bureau. With no other business before the Mayor or Council, Mayor Hall adjourned the meeting at 9:25 p.m. pc/ECC.11-9.93 aura Ni-4a May r R onda O M ch, City Clerk *See Minutes of 12/7/93, Page 7, Paragragh 2.- o-� Page 5 November 9, 1993 APPROVED MINUTES AGENDA EDMONDS CITY COUNCIL PLAZA MEETING ROOM - LIBRARY BUILDING 7:00 -10:00 p.m. NOVEMBER 9, 1993 WORK SESSION ON 1994 BUDGET (City Council Committee Meetings regularly. held the second Tuesday of each month are cancelled) CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. (30 Min.) EXECUTIVE SESSION ON A LEGAL MATTER AND LABOR NEGOTIATIONS 2. (60 Min.) REVIEW OF REVENUE AND EXPENDITURES 3. (15 Min) REVIEW. OF MAYOR'S BUDGET 4. (15 Min) REVIEW OF COUNCIL BUDGET 5. (30 Min) REVIEW OF ADMINISTRATIVE SERVICES BUDGET 6. (30 Min) REVIEW OF COMMUNITY REQUESTS 7. (5 Min) COUNCIL. ADJOURN PARKING AND MEETING ROOMS ARE ACCESSIBLE FOR PERSONS WITH DISABILITIES. CONTACT THE CITY CLERK AT 771-0245 WITH 24 HOURS ADVANCE NOTICE FOR SPECIAL ACCOMMODATIONS. The Council Agenda appears on Chambers Cable, Channel 32.