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05/10/1994 City CouncilTHESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING EDMONDS CITY COUNCIL APPROVED MINUTES MAY 10, 1994 The City Council Committee meeting of the Edmonds City Council was called to order at 7:00 p.m. by Mayor Laura Hall in the Library Plaza Room, 650 Main Street. The meeting was preceded by a flag salute. ELECTED OFFICIALS Laura Hall, Mayor John Nordquist, Council President Steve Dwyer, Councilmember Michael Hall, Councilmember William J. Kasper, Councilmember Dave Earling, Councilmember Barbara Fahey, Councilmember Tom Petruzzi, Councilmember Jeff Abdo, Student Representative APPROVAL OF THE AGENDA STAFF Paul Mar, Community Services Director Art Housler, Administrative Srv. Director Tom Miller, Police Chief John Poppe, Supervisor, WWTP Noel Miller, Public Works Supt. Arvilla Ohlde, Parks & Rec. Mgr. Rhonda March, City Clerk Barb Mehlert, Recorder f <CC►UNCH�M E 2.. l t:: O'�?E : 5 ?C N ...f.. :..... : O 1NGILi .:..::1.:::::::::::::::::::::::::::::::::::::::::::::::::::..::::::::::::::::::::::::::::::::::::::::::::::. a :.:.::.::.::.:.;:.;:.;;:.:;;;:.:;.;:.;;:.:;:.;:.:;.::.;:.>:::::.;:.:.;:.;;;:.;:.;:.;:.;;:.;:.::.::.;:;.;:.:.:;.:.:.:;.;:.;:.;:.;:...:...;:.;:...;:.;:...;:.:....:............................................................................................................... �!:::.::::::::::::::::::::.;::.;:::..::..;.............::.......;...;......:.....;.............;:.:;:;.;..........:.......;;:.;......:.......:...:..:.:....:..;....:....:......:....::.::.::.::.......::.::.;.;.;.;.;: Q :PETR % .: ,L:>Q :;'..;: flit ► 1 r........................... nn::::.:.:::::::::::::::....................................:.:............:::::::::::::::::.::::::::::::::::::.::::::.::::::::::::::::.:.:: :::: I� P �NT ::>::L>A��:« �ENCY-�-AGREEME CONTINUED ----� -DISCUSSION �OF �-�MULTIMODA G (continued from April 19,1994 Paul Mar, Community Services Director, introduced the subject and referenced the agreement included in Council packets. Councilmember Dwyer said he has come to terms that all of his concerns would not be addressed by not entering into this agreement. Councilmember Dwyer said basically by not entering the agreement, the city wouldn't be able to collect the $75,000 from the State. Councilmember Dwyer said now that we know the State is not going to be able to place a second pier down at the Main Street site, apparently at any time, is the City going to get a new mix of funding? Councilmember Dwyer said to date the State has always taken the position they only want to pay for the cost of studying and implementing that which they need, and the City should pay the cost of studying and implementing that which they do not need, which is the move to a different location. Councilmember Dwyer asked where would the State be if the City walked away from this agreement? Councilmember Dwyer asked what if the City stated we are not interested in expending funds to conduct any more studies at the Main Street site. Edmonds City Council Approved Minutes May 10, 1994 Page I THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING Paul Mar said his discussions with the Ferry Division of the Department of Transportation included their views that two slips are needed here in Edmonds some time in the future Mr. Mar said he is not sure now they will accomplish this, given their discovery that at least adjacent to the current ferry terminal there is an extensive eel grass which will prevent them from building a second slip in the next five to ten years at the foot of Main Street. Councilmember Dwyer said several years ago the D.O.T. said they would be willing to come up with $17 million to build a ferry dock at the foot of Main Street and said if the City wanted to build a dock anywhere else than at the foot of Main Street, the City would have to come up with the money to study that and to implement that. Councilmember Dwyer said he heard that the State can not ever build a second slip at Main street because of the Eel Grass, and the Department of National Resources has said they are not interested in having the State destroy that environment at any time Councilmember Dwyer said if the State was truthful that they really do need two slips in Edmonds in the future, it seems the only way they can accomplish this is to build a ferry dock some place else. Given that, Councilmember Dwyer asked if the City is in the process of redefining the relationship with the ferry division of the D.O.T. so they would now be willing to foot more of the bill for studying and implementing moving the dock. Mr. Mar said he believes through the Memorandum of Understanding, the D.O.T. is committed to look at the problem and come up with a solution. Mr. Mar said they have stated on record there is approximately $17 to $20 million they are willing to put forth in this, and that "other sources" are going to have to come with the difference. Mr. Mar said the next phase of the engineering study will include more of the funding availability and should address Councilmember Dwyer's comments. Councilmember Dwyer said should the Council approve the Agreement tonight, it seems the next step will be to determine from the State whether or not they are still of the impression that a long term solution to the situation in Edmonds requires two slips. It also must be ascertained from the State if they now concede that they cannot plan for a long term solution at the foot of Main Street based on what has been learned. Councilmember Dwyer said the City now has information that says the second slip cannot be obtained at the foot of main street, and the State ought to shift priorities, moneys, resources, etc. to an alternative site. Councilmember Kasper said it is interesting they cannot now get an emergency slip in place at the foot of main street. Councilmember Kasper said the Reid -Middleton Study indicated there was eel grass next the ferry dock and said the State knew about this all along. Councilmember Kasper said the State had said all they needed a double slip for was for emergency landing when the other slip was unusable -- now they are talking about double slips and increased operations. Councilmember Kasper said he cannot see why the State is belaboring this issue and said an alternate site should be acted upon now Edmonds City Council Approved Minutes May 10, 1994 Page 2 THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING Councilmember Earling agrees with Councilmember Dwyer there should be a shift in emphasis now away long term improvements at the foot of main street. Councilmember Earling said he believes some feedback and reaction needs to received from the D.O.T. as to how this might be a shift in emphasis for them and how they might address the Main Street issue at this point. Councilmember Earling said he believes two weeks is a reasonable time frame in which to receive this feedback. Councilmember Petruzzi agreed with the previous speakers. Councilmember Petruzzi believes it is unacceptable to have any termination clause in any future Agreement(s). Councilmember Petruzzi said this could pose a huge liability problem. Councilmember Petruzzi said he would like to see an open relationship with the D.O.T. in the near future. Councilmember Petruzzi said the D.O.T. admitted at a meeting last year, that the total price tag for improvements to their satisfaction at Main Street would be over $60 million, not $17 million that has been discussed. CONVENE TO COMMITTEE WORK MEETING. Before convening to the Committee Work Session, Mayor Hall and Council President Nordquist introduced Jeff Abdo, Student Representative. Jeff is a junior at Edmonds- Woodway Highschool and has been recently elected Student Body President at Edmonds- Woodway High School for the 1994-1995 school year. The City Council welcomed Jeff to the meeting. ��/FINANCE COMMITTEE AGENDA �� �\ Review of existing Purchasing Policy Incremental Dollar Limits C,C) Art Housler, Administrative Services Director, said the purchasing authorization limit �WSAwas last increased in 1989. Directors are currently authorized to purchase up to $250 on a �( single purchase order. Both directors and managers request the amount be increased to $1000. Reasons for the request include the following: 1. Cost of goods and services have increased over the five year period because of general inflation and specific shortages, e.g., lumber (CPI up 22.4%) 2. Population and growth up 3. Cost to process purchase orders have increased because of increases in labor, forms, and postage. 4. Time spent on processing is up resulting in shifts in assignments 5. Vendors are reluctance to provide quotations because they rarely get an order. Edmonds City Council Approved Minutes May 10, 1994 Page 3 THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING Council Discussion and Consensus Councilmember Kasper asked if this increase would result in increased inventory. Tom King, Facilities Maintenance Manager, said no because the City does not have sufficient storage facilities to allow this to happen. Councilmember Petruzzi said he is very sympathetic to the problem, and believes the proposed increase is warranted. Councilmember Fahey asked in the absence of a formal bid process, how will staff know what the best price is if they are not comparing bids. Noel Miller said the Managers are very aware of what the market is and very conscientious in receiving the best price. Report on Business License Fees ASS Rhonda March, City Clerk said this was last discussed at the January 11, 1994 Finance �wS 1 Committee. Ms. March said business license fees have not been increased since 1981. r� �% tf 5 Ms. March referenced intradepartmental costs for processing a business licens.. It was (to noted the costs for processing a typical business license is $59.69. Ms. March said there is no common method for applying fees and explained the fee structure for business licenses from various cities. Ms. March referenced an AWC Survey which illustrated business license fee information for cities in Washington. Ms. March presented three alternatives to be used for discussion only at this point. These alternatives are in comparison to a flat $5.00 or $10.00 increase in existing fees: Alternative 1 Provide a wider separation of fees Alternative 2: All businesses on a base fee of $25.00 with businesses having more than four or more employees at a per employee rate Alternative 3: Implement a fee schedule such as Redmond which is based on generating gross. Ms. March said she does not recommend Alternative 3, and only brings it up for discussion. Ms. March said if the Council is interested in raising the business license fee, now is the time to discuss it so it can be implemented on January 1, 1995. Edmonds City Council Approved Minutes May 10, 1994 Page 4 THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING Council Discussion Councilmember Dwyer said the City should first decipher what the goal is; is it to recover costs at 100%, recover costs at 75%, etc. Councilmember Dwyer said the "philoslopy" behind the business license fee should be discussed. Councilmember Petruzzi said Edmond does not have a good track record for attracting new businesses. Councilmember Petruzzi said he wants to do everything possible to accommodate new businesses, and said if this is successful, the City will more than make up revenue which is potentially lost through the business license fee. Councilmember Earling said he would like some feedback from the business community on this issue. Councilmember Earling suggested Councilmember Fahey and he get together with the Chamber and discuss these issues with them. Councilmember Earling said part of the business community feels the current business license fee is not worth what the City is charging at present. Councilmember Kasper said he believes a mistake has been made by not raising the fees for several years. Councilmember Kasper said if it was going to be raised, it should have been done so incrementally over the years. Councilmember Kasper said he believes the business community should be asked what they think is fair. Report on costs of Union Oil Marsh Walkway Construction Project dw Arvilla Ohlde, Parks and Recreation Manager, provided the staff report. (9 the engineer's estimate for the project was $90,712.18 and the CZM grant amount was �S $92,677. The low bid on the project was awarded to lakeside Landscaping Inc. for $66,329.85 which includes tax. The City Council, upon approval of award for the low bid, authorized up to $75,000 for the project for unanticipated costs as elements of the bid were based on unit costs. Arvilla reported $24,382.22 in additional unit costs were necessary to complete the project. Arville described the additional costs in detail. The total project is $80,379.06 including tax. CZM would pay $40,000 in grant to the project, and the City of Edmonds and the Port of Edmonds would share $20,189.53 each. Arvilla said Staff will prepare a consent agenda item on the final approval of the Union Marsh Walkway Interpretive Project in the amount of $80,370.06, which is $5,379 above Edmonds City Council Approved Minutes May 10, 1994 Page 5 THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING prior Council approval of $75,000, which would be appropriated out of the 125 Fund ending cash balance. Council Discussion and Consensus Councilmember Petruzzi said in reality, the appropriation is approximately $1800 for Edmonds share. Arvilla replied affirmatively. Arvilla stated Lakeside Landscaping has done an excellent job and everyone is extremely happy with their results. Discussion on City Park Survey Arvilla Ohlde, Parks and Recreation Manager, presented the staff report. The Phase I elements for City Park are scheduled to be completed in 1994. They include J the northwest corner paved parking, handicapped parking area, handicapped paths and UY playground equipment with handicapped elements. S To complete path designs and locations, plus locate placement of play equipment, a survey must be completed and attached to the Excavation/Grading and Retaining Wall Permits. The survey bid from Reid Middleton, vendor, on the small works roster is $1,950 for Phase I. To proceed with Phase II improvements in 1995, a survey needs to be completed. Reid Middleton provided an additional cost for Phase II of $2,250. Arvilla stated the purchasing procedures allow for the authorization to secure engineering survey work not to exceed $2,000 without City Council approval. Phase I, at a cost of $1,950 meets the criteria, but staff requests that City Council review the option of a complete survey at a cost of $4,200 to provide for a comprehensive site survey, facilitating the immediate needs for Phase I and the long-term design needs for Phase Ii> Council discussion and Consensus Council President Nordquist suggested the complete survey be completed since they will already be on site. Councilmember Kasper said when this was put together, a survey estimate should have been included. Arvilla said she would include this information when it is forwarded onto the Consent Agenda. Edmonds City Council Approved Minutes May 10, 1994 Page 6 THESE MINUTES WERE APPROVED AT THE MAY 17, 1994 CITY COUNCIL MEETING REVIEW OF PETTY CASH EXPENDITURES FOR THE MONTH OF APRIL 1994 There were no questions or discussion from the City Council on this item. Sri COMMUNITY SERVICES COMMITTEE AGENDA: CNo Agenda Items )0 PUBLIC SAFETY COMMITTEE AGENDA u'c, , No Agenda Items �a With no further business before the Mayor or City Council, Mayor Hall adjourned the meeting at 8:17 p.m. tn�l W, R-; R OND�OM�ARC CITY CLERK Edmonds City Council Approved Minutes May 10, 1994 Page 7 AGENDA EDMONDS CITY COUNCIL PLAZA MEETING ROOM - LIBRARY BUILDING 7:00 -10:00 mm. MAY 10, 1994 CITY COUNCIL COMMITTEE WORK MEETING (Second Tuesday of Each Month) CALL TO ORDER - 7:00 P.M. FLAG SALUTE 1. APPROVAL OF AGENDA 2. (15 MIN.) CONTINUED DISCUSSION OF MULTIMODAL AGENCY AGREEMENT (continued from April 19, 1994) CONVENE TO COMMITTEE WORK MEETING The City Council Committee Work Meeting is a meeting of the full City Council and staff. The meeting format is structured by committee. All related committee reports and discussion are scheduled to be presented in the order as shown below. The meetings are open to the public but are not public hearings. 3. FINANCE COMMITTEE AGENDA: (15 MIN.) (A) REVIEW OF EXISTING PURCHASING POLICY INCREMENTAL DOLLAR LIMITS (10 MIN.) (B) REPORT ON BUSINESS LICENSE FEES (10 MIN.) (C) REPORT ON COSTS OF UNION OIL MARSH WALKWAY CONSTRUCTION PROJECT (10 MIN.) (D) DISCUSSION OF CITY PARK SURVEY (5 MIN.) (E) REVIEW OF PETTY CASH EXPENDITURES FOR THE MONTH OF APRIL 1994 4. COMMUNITY SERVICES COMMITTEE AGENDA: No Agenda Items 5. PUBLIC SAFETY COMMITTEE AGENDA: No Agenda Items 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.